ACCOUNTS RECEIVABLE

Reports to: Controller

Classification: Full-time, Exempt
 

Job Knowledge, Core Competencies and Expectations

• Generate, review, and distribute accurate monthly member statements for dues, food and beverage charges, golf-related fees, special events, assessments, and other club services.
•  Review charges before statements are issued to confirm they are posted to the correct member account, department, and general ledger account.
•  Process and apply payments received by check, ACH, electronic transfer, and other approved payment methods, ensuring payments are posted accurately and promptly.
•  Prepare daily deposit documentation and reconcile payments received to bank activity, payment reports, and the accounts receivable system.
•  Research and resolve unapplied payments, returned payments, duplicate charges, account credits, and other posting discrepancies.
•  Monitor outstanding member balances and follow established collection procedures for past-due accounts, including reminder notices, delinquency letters, payment follow-ups, and account suspension recommendations.
• Communicate with members professionally and confidentially regarding statement questions, billing concerns, payment status, account adjustments, and disputed charges.
• Maintain accurate member and guest account information, including billing preferences, account status, payment arrangements, exemptions, and other relevant account details.
• Review and process approved account adjustments, credits, write-offs, transfers, and refunds, ensuring that proper documentation and authorization are obtained.
• Reconcile the accounts receivable subsidiary ledger to the general ledger each month and investigate any differences in a timely manner.
•  Prepare and distribute accounts receivable aging reports, delinquency summaries, payment activity reports, and other financial reports requested by management.
•  Identify unusual account activity, aging trends, collection concerns, and recurring billing issues, and communicate findings to the Controller.
•  Work closely with the Membership Department to ensure initiation fees, transfer fees, dues, assessments, membership changes, resignations, and new member billings are processed accurately.
•  Coordinate with the Events, Catering, Golf Operations, Pro Shop, and Food and Beverage teams to verify that member and guest charges are complete, properly supported, and billed to the correct accounts.
•  Review special-event and banquet billing to confirm deposits, event charges, service charges, taxes, credits, and final payments are recorded correctly.
•  Assist with month-end and year-end closing procedures by completing reconciliations, preparing journal-entry support, reviewing aging balances, and generating required reports.
•  Maintain organized supporting documentation for member billings, payments, account adjustments, reconciliations, and collection activity in accordance with the club’s record-retention policies.
•  Support annual audits and financial reviews by providing accounts receivable schedules, reconciliations, aging reports, payment records, member account documentation, and explanations of outstanding balances.
•  Prepare sold member checks for outgoing memberships.
•  Follow established internal controls for cash receipts, payment processing, account adjustments, refunds, and write-offs to protect club assets and maintain accurate financial records.
• Safeguard confidential member, guest, banking, and financial information and comply with the club’s privacy and information-security policies.
•  Stay informed about country club operations, hospitality accounting practices, applicable sales tax requirements, service charges, member assessments, and other regulations affecting accounts receivable.
• Provide courteous and responsive service while maintaining positive working relationships with members, guests, department managers, and other employees.
• Provide backup support for other accounting functions as needed and complete other appropriate assignments directed by the Controller.

Physical/Mental Demands and Work Environment

• This position operates in an office setting within a country club environment.
• Standard business hours apply, with occasional flexibility needed for special events or financial deadlines.
• 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.

Education and/or Experience Preferred

• Associate’s or Bachelor’s degree in Accounting, Finance, or equivalent work experience.
• 3+ years of experience in accounts receivable, billing, or a similar accounting role.
• Proficiency in accounting software (Club Essential) preferred and Microsoft Office Suite (Excel, Word, Outlook).
• Strong numerical aptitude and attention to detail.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills for effective member interaction.
• Ability to work independently and collaboratively within a team.
• Customer service experience is a plus, particularly in the hospitality or club industry.