Staff Accountant - Finance Operations

JOB DESCRIPTION

Staff Accountant, Finance Operations

POSITION SUMMARY

The Staff Accountant, Finance Operations supports the Finance and Accounting function across vendor payments, customer receivables, cash management, banking, reconciliations, and month-end close. The position combines accounts payable, accounts receivable, and treasury responsibilities in a single role and requires an organized, analytical, detail-oriented individual who is comfortable working in a fast-paced hospitality environment.

The incumbent works closely with Finance, resort operations, department managers, vendors, customers, and banking partners to maintain accurate financial records, strengthen cash controls, improve collections, and support management of the resort's working capital.

KEY RESPONSIBILITIES

Accounts Payable

• Review, code, and process vendor invoices accurately and on a timely basis.
• Confirm that invoices carry appropriate supporting documentation, departmental coding, GL coding, and management approval before payment.
• Maintain vendor records and assist with vendor onboarding and documentation.
• Prepare the weekly AP aging and proposed payment schedule based on due dates, vendor priority, and available cash.
• Process approved payments through ACH, wire transfer, check, and other authorized payment methods.
• Reconcile vendor statements and investigate invoice, payment, and credit discrepancies.
• Monitor outstanding checks, returned payments, duplicate invoices, credits, and unapplied vendor balances.
• Respond professionally and promptly to vendor payment inquiries.
• Maintain supporting documentation and audit trails for all disbursements.
• Assist with AP accruals and month-end closing activities.

Accounts Receivable

• Maintain accurate customer accounts and monitor outstanding receivables.
• Prepare and distribute invoices, statements, and supporting documentation as required.
• Monitor the AR aging and follow up on past-due balances.
• Coordinate collection activity with customers, groups, corporate accounts, timeshare entities, and other counterparties.
• Apply customer payments accurately and investigate unapplied cash and account discrepancies.
• Reconcile AR balances to the general ledger and supporting systems.
• Prepare weekly collection reports covering overdue balances, collection status, expected receipts, and issues requiring management attention.
• Support intercompany billing, reconciliation, and collection activity where applicable.
• Work with operating departments to resolve billing disputes and obtain the documentation needed for collection.

Treasury and Cash Management

• Monitor daily bank balances and prepare daily cash-position reports.
• Assist with short-term cash-flow forecasting and identification of upcoming funding requirements.
• Prepare and process approved ACH and wire payments.
• Monitor incoming ACH, wire, credit-card, check, and other cash receipts.
• Perform daily and monthly bank reconciliations and investigate reconciling items promptly.
• Monitor outstanding checks, returned ACH transactions, bank fees, deposits in transit, and other unusual banking activity.
• Maintain documentation and approval controls over banking transactions.
• Assist management with weekly cash planning and prioritization of vendor, payroll, tax, debt-service, utility, and other critical payments.
• Maintain schedules of upcoming recurring payments and significant cash commitments.
• Support banking relationships and respond to requests for transaction information and supporting documentation.

Accounting and Month-End Support

• Prepare journal entries related to AP, AR, cash, accruals, prepayments, and other assigned accounts.
• Perform monthly balance-sheet account reconciliations.
• Reconcile AP and AR subledgers to the general ledger.
• Assist with month-end and year-end financial close.
• Investigate unusual account balances and transaction variances.
• Maintain accurate accounting schedules and supporting documentation.
• Assist with external audit requests and preparation of supporting schedules.
• Support Finance with ad hoc financial analysis and reporting as required.

Systems and Process Improvement

• Maintain accurate financial information within Sage Intacct and other resort systems.
• Work with operational systems and reporting from Oracle OPERA, Oracle Simphony, Yellow Dog, banking portals, and other finance applications.
• Assist with improving AP, AR, treasury, reconciliation, and reporting processes.
• Identify opportunities to automate manual processes and strengthen financial controls.
• Confirm that transactions are coded appropriately by GL account, department, entity, and location.

QUALIFICATIONS

Education and Experience

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
• Minimum of two to four years of relevant accounting or finance experience, preferably involving AP, AR, treasury, cash management, or general accounting.
• Experience processing invoices, payments, customer receipts, and bank reconciliations.
• Hospitality, hotel, resort, restaurant, or timeshare industry experience preferred.
• Experience with Sage Intacct or another major ERP or accounting system preferred.
• Familiarity with Oracle OPERA and Oracle Simphony preferred.
• Experience with online banking platforms, ACH payments, wire transfers, and treasury operations preferred.
• Experience with multi-entity accounting and intercompany reconciliations preferred.
• Prior experience supporting month-end close and preparing balance-sheet reconciliations preferred.

Knowledge, Skills, and Abilities

• Working knowledge of accounting principles, including debits and credits, accrual accounting, and balance-sheet reconciliations.
• Strong proficiency in Microsoft Excel, including PivotTables, XLOOKUP or VLOOKUP, SUMIFS, and general data analysis.
• Strong numerical and analytical skills with a high degree of accuracy.
• Ability to manage multiple priorities and meet strict payment and month-end deadlines.
• Strong written and verbal communication skills.
• High level of integrity and the ability to handle confidential financial and banking information.
• Understanding of internal controls, segregation of duties, and payment-approval processes.
• Ability to work independently while coordinating effectively with Finance and operational teams.

KEY COMPETENCIES

• Attention to detail and accuracy
• Cash-management awareness
• Analytical and problem-solving ability
• Organization and time management
• Sense of urgency and accountability
• Professional vendor and customer communication
• Ability to investigate and resolve discrepancies
• Ability to work across multiple entities and departments
• Excel and financial-system capability
• Commitment to maintaining effective internal controls

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS

• Work is performed on site at the resort in an office environment.
• Extended periods of computer and telephone work.
• Ability to move throughout resort property to meet with department managers and obtain documentation.
• Occasional lifting of files, records, and supplies up to 20 pounds.
• Extended hours may be required during month-end and year-end close, audit periods, and peak operating periods.

PERFORMANCE METRICS

Performance in this role is measured by:

• Accuracy and timeliness of AP processing and payment runs
• Improvement in AR collections and reduction of aged receivables
• Timely completion of daily and monthly bank reconciliations
• Accuracy of daily cash-position reporting
• Reduction of aged reconciling items on assigned accounts
• Adherence to payment approval and documentation controls
• Timely completion of assigned month-end close responsibilities

The objective of the position is to strengthen Villa Roma Resort's working-capital management, cash visibility, financial controls, and accounting accuracy while providing reliable support to the Finance and Accounting team.