AP/AR Specialist

Cal-a-Vie Health Spa is a world-renowned, award-winning all-inclusive luxury wellness resort located in the scenic hills of North County San Diego. Inspired by the charm and elegance of the French countryside, Cal-a-Vie offers an immersive, transformational retreat that blends personalized wellness, world-class fitness, holistic spa therapies, and Michelin-inspired cuisine.

Recognized by Condé Nast Traveler 5 years in a row, Travel + Leisure, Forbes, U.S.A Today & Newsweek, Cal-a-Vie has been named among the Top Destination Spas in the world for multiple years running. From our intimate 32-guest setting to our exceptional 5 to 1 guest-to-staff ratio, we create an unparalleled level of care and service rooted in luxury hospitality.

Our mission is to empower every guest to experience profound well-being however that may be for them, and to create a supportive and inspiring workplace where passionate professionals can thrive in their careers.

POSITION PURPOSE

Accounts Receivable, Payroll support, Petty Cash, and other accounting/clerical tasks.

ESSENTIAL FUNCTIONS

• Accounts Payable:
  • Set up and maintain vendor files
  • Processes invoices for payments, maintain purchase order files
  • Mail checks and file paperwork
  • Request and maintain Certificate of Liability forms, W-9 forms and Hold Harmless Agreements from vendors and service providers
  • Enter document information on vendor log, keep current forms in binder
  • Process resale certificates, complete credit applications and supply potential
  • Maintain and update company credit information with vendors
• Accounts Receivable:
  • Oversee guest charges from other departments
  • Prepare email and/or mail guest statements when requested
  • Audit guest bills when questions arise
• Petty Cash:
  • Keep a running total of cash in box – weekly
  • Reimburse managers/employees for receipts – daily
  • Replenish front desk cash bag and reconcile receipts – weekly
  • Replenish and maintain driver bags, cash and receipts – weekly
  • Balance cash and supply Controller with log of expenditures – weekly
• Support Tasks:
  • Help in creating Accounting / Admin binders
  • Help maintain and organize accounting storage boxes, cycle boxes in storage unit
  • Assist in processing and mailing year-end tax forms: W-2, 1099, and 1096

POSITION QUALIFICATIONS

Education/Certification: High School Diploma

Knowledge: Understanding of debits, credits, general ledger accounts

Experience: Minimum five (5) years’ experience in A/P, A/R, payroll support and handling clerical tasks. Prefer experience in hospitality industry.

Skills/Abilities: Exceptional interpersonal, verbal and written communications skills; well versed in Excel and Word; Accounting and hospitality software experience; 10-key by touch; Strong organizational skills and detail oriented; Ability to understand when confidentiality is necessary; Ability to get along with co-workers and work as a team; Ability to react quickly to resolve problems or conflict; Able to handle high stress in the work environment and turn it into positive energy in the department.

Availability: Monday-Friday hours are from 8am to 4:30pm, some overtime.

WORKING CONDITIONS AND ENVIRONMENT

(i.e., necessary travel, unusual work hours, unusual environmental conditions, etc.)

Analysis of Physical Demands (Walking, lifting, equipment, operation, etc.)

• Must be able to lift up to 10 lbs. 1-33% of the time
• Ability to bend, kneel, squat, or sit for intermittent periods 67-100% of time
• Repetitive movement of arm at shoulder for intermittent periods 67-100 % of time
• Repetitive movement of both hands for intermittent periods 67-100% of time
• Pushing/Pulling up to 10 lbs. 67-100% of time
• Ability to twist neck for intermittent periods 67-100% of time
• Frequently required to speak and hear