Accounts Payable Specialist

Quail West is looking for a detail-orientated and motivated Accounts Payable Specialist to join the Quail West team!

Quail West is a leading private golf and country club that prides itself on providing world-class facilities for Members and their guests and an extraordinary and inclusive, yet unpretentious lifestyle. One of Southwest Florida’s most welcoming clubs, Quail West’s courses, facilities and services are shared by a limited number of members to enhance the quality of the member experience.

The Accounts Payable Specialist is responsible for full ownership of the accounts payable subledger, ensuring all vendor invoices, credit card transactions, and payments are processed accurately, timely, and in accordance with Club policies and generally accepted accounting principles. This role plays a critical part in maintaining strong vendor relationships, supporting efficient operations, and ensuring the integrity of financial reporting.

• This is a Full-Time Hourly Position
• Schedule: Monday - Friday 8:00am - 4:30pm
• Pay will be commensurate with experience, $28 - $29/hour

Why Join the Quail West Team?

Some of our Benefits Include:

• Holiday bonus
• Scholarship opportunities for you and your dependents
• Employee Referral Bonus
• Discounts on retail items at the Golf Shop
• Special parties & celebrations
• Uniforms
• Paid time off (PTO)
• 401k with employer match
• Health Benefits
• Employee Assistance Program
• Playing and practice privilege
• And many more!

Essential Duties and Responsibilities:

• Manages the end-to-end invoice workflow within the automated accounts payable system, ensuring all invoices are properly coded, approved, and recorded accurately and timely in the appropriate accounting period.
• Manages credit card transaction workflows within the automated system, ensuring all charges are properly coded, supported, approved, and compliant with Quail West policies prior to posting to the general ledger.
• Prepares weekly disbursements (check, ACH, and other methods) by generating the cash requirements and processing disbursements for payment based on approved invoices in accordance with invoice due dates and submits to CFO and COO for signature.
• Ensures any discount opportunities provided by vendors are utilized
• Maintains virtual credit card database through Global vCard. Makes inquires of all new vendors to determine acceptance of virtual credit card payments.
• Obtains and reconciles vendor statements on a monthly basis, ensuring accuracy and timely resolution of all discrepancies.
• Manage, maintain and reconcile accounts payable A/P Aging on a monthly basis.
• Maintains vendor master files, W-9’s and current certificates of insurance for all vendors and process credit applications with new vendors.
• Maintains the petty cash funds including obtaining appropriate backup for the reimbursement and reconciling on a monthly basis.
• Prepares and files 1099’s and 1096’s at year end.
• Assists in the preparation of other accounting reports as directed by the Controller or CFO.
• Performs other appropriate tasks as assigned by the Controller.

Knowledge, Skills, and Abilities:

Computer: Ability to proficiently use Microsoft office, (Word, Excel, and Outlook).

Language: Ability to read, write and comprehend complex correspondence, memos, and effectively present information in one-on-one and small group situations to Members, Committees, guests and other employees.

Mathematics: Ability to add, subtract, multiply and divide in all units of measure using whole numbers, common fractions and decimals. Ability to compute rates, ratios and percentages.

Reasoning: Ability to apply common sense and understanding to carry out instructions furnished in written, oral or diagram form.

Other:

• Possess strong organizational, written and time management skills.
• Exhibit professionalism and leadership qualities through own self-actions.
• Must be compliant with and actively support a drug free workplace.
• Comply with all rules and regulations as stated whether verbal or written.
• Exhibits professionalism and expressed interest of improvement through enhanced developmental skills.
• Requires the individual to maintain flexible availability, will work weekends, and holidays.

Qualifications:

• College Degree preferred or demonstrated equivalent in education and experience.
• Minimum of 3-years’ experience with Accounts Payable with a thorough understanding of automated accounts payable processes and reconciliations.
• Knowledge of Jonas operating system is a plus.
• Knowledge of virtual credit card system such as CSI Paysystems (Global vCard) a plus.
• Meticulous attention to detail.
• Strong decision-making and problem-solving skills.
• Must thrive in a fast-paced service driven work environment.

Physical Demands and Work Environment:

• Must be able to reach, bend, stoop, stand and lift up to 40 pounds.
• Must be able to sit for prolonged periods of time.
• Moderate noise level in the work environment.