Accounting & Controls Coordinator

This job is meant for you if you have a strong financial control mindset who naturally verifies accuracy, identifies discrepancies, follows transactions through to completion, and believes in checks and balances rather than simply processing paperwork.

This position is ideal for someone who naturally asks, “Does this number make sense?” and takes ownership of finding the answer when it doesn’t.

This role supports the day-to-day financial operations of the organization by monitoring cash and revenue activity, processing and reconciling financial transactions, maintaining accurate documentation, investigating discrepancies, and assisting with month-end reporting, accounting activities and HR resources as needed.

• Manage daily financial activity, including cash drops, cash counts, bank deposits, cashier reports, daily revenue, and credit card transactions.
• Collect and review daily cashier journal reports from Reservations and Front Desk.
• Prepare daily deposits and maintain accurate supporting documentation.
• Reconcile daily cash, revenue, and payment activity while investigating shortages, overages, missing deposits, discrepancies, and other irregularities.
• Prepare required daily financial reports in accordance with established procedures.
• Report significant discrepancies, financial irregularities, or control concerns to the Director of Finance and Managing Director.
• Resolve routine discrepancies in accordance with established procedures and management direction.
• Monitor financial transactions for compliance with established internal controls.
• Immediately report suspected fraud, misuse of company funds, financial irregularities, or control breaches to management.
• Research and respond to credit card disputes and chargebacks, gather supporting documentation, meet required deadlines, and track transactions through resolution.

• Support Accounts Payable and Accounts Receivable activities, including vendor and customer account maintenance, invoice review and coding, payment processing, billing, payment application, collections support, and account reconciliations.
• Review invoices and financial documentation for accuracy, completeness, approvals, appropriate coding, and supporting documentation.
• Perform three-way matching of invoices, purchase orders, and receiving documentation when applicable.
• Code and allocate expenses in accordance with company accounting procedures and USALI guidelines when applicable.
• Process weekly check runs and ensure payments are properly supported and approved.
• Reconcile vendor statements, customer accounts, cash activity, and assigned accounts and investigate discrepancies.
• Monitor outstanding balances, aging reports, payment terms, and unresolved financial items and communicate concerns proactively.
• Post payments, wire transfers, and other financial transactions accurately into the appropriate accounting and property management systems.
• Prepare and process billing, invoices, payment applications, credit memos, and other financial transactions as assigned.
• Maintain accurate vendor records, W-9 forms, Certificates of Insurance, invoices, payment documentation, and other required supporting records.
• Ensure invoices and supporting documentation are properly maintained in Quick Books and other applicable systems.

• Assist the Director of Finance with daily reporting, month-end, and year-end closing activities.
• Prepare supporting schedules, reconciliations, work papers, and assigned journal entries, including payroll, income, accrual, reclassification, and reversing entries.
• Reconcile assigned balance sheet accounts and research unreconciled balances and discrepancies.
• Assist with inventory reconciliations and physical inventory counts as assigned.
• Assist with financial statement review and variance analysis.
• Research significant financial variances and communicate findings to the Director of Finance.
• Maintain organized records and documentation to support accurate financial reporting, internal reviews, and audits.

• Follow established accounting policies, Standard Operating Procedures, and internal control requirements.
• Maintain and update SOPs and process documentation and assist with developing new procedures when processes or systems change.
• Identify opportunities to improve financial processes, documentation, internal controls, and…