Accounting Clerk

Reports To: Golf Division Accounting Manager
Department: Golf Division Administration & Finance
Location: Multi-Property Golf Division Operations

The Administrative / Accounting Clerk is responsible for supporting the Golf Division’s financial and administrative operations with a primary focus on accounts payable processing, reconciliation, internal controls compliance, and vendor management. This position requires a highly organized, detail-oriented professional with strong accounting fundamentals and the ability to manage multiple priorities across a fast-paced golf and hospitality environment.

The ideal candidate will possess extensive experience in reconciling accounts payable, identifying and resolving invoice discrepancies, assisting with check runs, maintaining proper documentation standards, and ensuring purchasing compliance throughout the division. This role will report directly to the Golf Accounting Manager, and work closely with department managers, vendors, and operational leadership while supporting company financial controls and audit-ready procedures.

Key Responsibilities

Accounts Payable & Reconciliation

• Monitor and manage the Accounts Payable (AP) email inbox(es), ensuring timely review, distribution, and processing of vendor invoices, payment inquiries, and internal requests
• Process and reconcile vendor invoices accurately and timely.
• Match invoices to purchase orders, approvals, and receiving/supporting documentation.
• Investigate and resolve invoice discrepancies, pricing variances, duplicate billings, and vendor disputes by checking all possible sources of disagreement and recognizing the effect on other accounts.
• Ensure all invoices are coded correctly to the appropriate general ledger accounts and departments.
• Maintain organized AP files and digital records in accordance with company retention policies.
• Assist with weekly check runs for management approval.
• Assist with month-end closing related to accounts payable and accrued expenses.
• Monitor aging reports and ensure vendors are paid within approved terms.

Internal Controls & Compliance

• Enforce company purchasing policies, approval limits, and documentation requirements.
• Review purchases for proper authorization in accordance with management approval thresholds.
• Verify supporting documentation is complete prior to payment processing.
• Identify and report policy violations, unauthorized purchases, or control deficiencies.
• Support implementation and adherence to audit-ready internal control procedures.
• Assist with inventory, cash control, and purchasing compliance initiatives as directed
• Maintain confidentiality of all financial and personnel information.

Administrative Support

• Provide administrative support to Accounting Manager and operational leadership team.
• Assist with vendor setup requests, W9 and COI collection, and vendor maintenance.
• Coordinate communication with vendors regarding payment status and discrepancies.
• Support preparation of financial reports, spreadsheets, and operational summaries.
• Maintain organized records of contracts, invoices, approvals, and compliance documents.
• Assist with special projects, audits, and operational initiatives as assigned.

Qualifications

• Minimum of 3 years of accounts payable, accounting, or administrative finance experience preferred.
• Previous experience in hospitality, golf, club, restaurant, or multi-unit operations
• Strong understanding of accounts payable reconciliation and financial controls.
• Knowledge of purchasing approval processes and expense compliance procedures.
• Ability to identify discrepancies and resolve issues professionally and efficiently.
• Strong organizational skills with exceptional attention to detail.
• Proficient in Microsoft Excel, Outlook, and accounting/POS systems.
• Ability to prioritize tasks and manage deadlines in a fast-paced environment.
• Strong communication, interpersonal skills, and teamwork abilities.
• High level of professionalism, discretion, and integrity.

Preferred Skills

• Experience working with multi-department or multi-location operations.
• General knowledge of accounting principles
• Understanding of audit procedures and internal control environments.
• Familiarity with hospitality or golf course operational accounting.
• Ability to work independently while maintaining strong communication with leadership.

Physical Requirements

• Ability to sit, stand, and work at a computer for extended periods.
• Ability to occasionally lift and carry office supplies or records up to 25 pounds.

Position Expectations

The Administrative / Accounting Clerk is expected to maintain a professional appearance, high level of accuracy, professionalism toward customers and coworkers, accountability, and confidentiality while supporting the financial integrity of the Golf Division. This role plays a critical part in ensuring operational compliance, financial discipline, and efficient administrative support throughout the organization.