Payroll & Accounting Coordinator

The Equinox Golf Resort & Spa
3567 Main St
Manchester, VT 05254, USA

About Us

The Equinox Golf Resort & Spa is a historic resort destination with deep roots, a strong sense of place, and a reputation for elevated hospitality in one of New England’s most scenic destinations.

Established in 1769 and set against the backdrop of the Green Mountains, the property blends timeless charm with modern amenities, including a championship 18-hole golf course, full-service spa, multiple dining outlets, and extensive meeting and wedding space.

As a four-season destination, The Equinox attracts a diverse mix of leisure, corporate, and event guests year-round, providing team members with dynamic, well-rounded hospitality experience. For candidates who value teamwork, elevated service standards, and professional growth within a destination resort environment, The Equinox also offers the added benefit of working in the vibrant yet close-knit community of Manchester — a town known for its outdoor recreation, scenic beauty, and exceptional quality of life.

The Payroll and Accounting Coordinator supports the resort’s payroll, accounts payable, and accounting operations. The role is responsible for processing payroll-related information, maintaining accurate financial records, coordinating invoice and payment workflows, and assisting the Director of Finance and General Manager with reporting and operational requests. The position works closely with the Payroll Specialist, Finance Support, department leaders, and vendors.

Job Summary

Payroll Processing:

• Coordinate the timely and accurate processing of biweekly payroll in accordance with established procedures and applicable requirements.
• Review timecards for completeness and accuracy, including hours worked, time off, transfers, and required approvals; follow up on discrepancies with the appropriate leaders.
• Audit and reconcile tips, service charges, and incentives for accuracy, including amounts associated with:
  Food and Beverage operations, including restaurants and banquets
• Golf and beverage carts, Housekeeping incentives, Driver and room-delivery gratuities.

Payroll Accounting:

• Prepare and post payroll journal entries, including general ledger (GL) and statistical (STAT) entries.
• Calculate benefit-related amounts from the Payroll Summary Report and prepare invoices for submission to Accounts Payable, including FSA, HSA, and TSA items, as applicable.
• Reclassify garnishments each pay period.
• Prepare and post month-end payroll accruals based on the final payroll of the month, including GL, STAT, and PTO accrual entries.
• Upload monthly benefit invoices from the shared drive for processing, including invoices from Benefit Resources (administrative and COBRA), Axis, Cigna (medical, dental, vision, and supplemental), and New York Life.

Accounts Payable:

• Process and print employee expense reimbursements at the hotel.
• Oversee and work with third party vendor in maintaining Accounts Payable records and workflows
• Upload physical invoices received by mail or through designated email channels; submit COD liquor invoices received by email and print checks at the hotel when required.
• Verify invoice entry and coding performed by third party; respond to related Accounts Payable and bank-reconciliation inquiries.
• Manage Accounts Payable check runs, including preparing weekly payment proposal lists for DOF approval, uploading positive pay files to the bank, and processing on-site checks for in-house distribution.
• Review invoices and verify invoice entries, supporting documents, payment details, and account coding for accuracy before approval or release.
• Set up and maintain vendor records in 3 rd party software and collect and retain required vendor tax documentation.
• Help ensure…