Bookkeeper (New York)

Job description:

The Surf Lodge and The Snow Lodge are seeking an experienced Hospitality Bookkeeper to oversee day-to-day bookkeeping, payroll, accounts payable, accounts receivable, reconciliations, and financial reporting across our seasonal hospitality operations.

Direct accounting and bookkeeping experience within the hospitality industry is required. The ideal candidate will have a strong background working with restaurants, hotels, bars, nightlife venues, or hospitality groups and understand the unique financial complexities of high-volume, seasonal hospitality businesses.

This is not a traditional corporate bookkeeping position. We are looking for someone who understands restaurant and hospitality financial operations, including daily POS reconciliations, tip accounting, multiple revenue streams, vendor management, inventory-related expenses, cost of goods sold (COGS), and fluctuating seasonal payroll.

The successful candidate must be highly organized, detail-oriented, proactive, and comfortable working closely with operations leadership, department heads, and external accounting professionals.

• Minimum 5 years of bookkeeping or accounting experience, including substantial direct experience within restaurants, hotels, hospitality groups, or nightlife operations.
• Prior hospitality industry accounting experience is mandatory. Candidates with exclusively corporate, retail, or non-hospitality bookkeeping backgrounds will not be considered.

Key Responsibilities1. General Accounting & Bookkeeping

• Maintain accurate, complete, and up-to-date general ledgers across Company entities and locations.
• Manage daily bookkeeping and ensure proper categorization of all financial transactions.
• Maintain accurate financial records across multiple departments and revenue centers.
• Perform regular account reconciliations and resolve discrepancies promptly.
• Ensure proper accounting treatment of expenses, revenues, liabilities, and accruals.
• Maintain organized financial documentation and supporting records.
• Implement and maintain internal accounting controls and process checks.

2. Hospitality Revenue & POS Reconciliation

• Reconcile daily sales activity from restaurant, bar, hotel, event, ticketing, and retail operations.
• Record daily sales journal entries from POS systems on an accrual basis.
• Reconcile and accurately account for:
• Cash and credit card sales
• Tips and gratuities
• Service charges
• Discounts, comps, and voids
• Sales tax
• Merchant processing fees
• Refunds and chargebacks
• Deposits and prepaid revenue
• Reconcile merchant accounts and payment platforms, including:
• Toast
• Resy
• Dorsia / Stripe
• Mews
• Identify and investigate discrepancies between POS reports, merchant deposits, and bank activity.
• Ensure revenue is accurately allocated across the Company's business segments, including restaurant, bar, events, retail, ticketing, and hotel operations.

3. Accounts Payable & Vendor Management

• Manage the full accounts payable process, including invoice collection, review, coding, approval tracking, and payment processing.
• Establish and maintain AP procedures in collaboration with the Hotel Director, Culinary Director, Beverage Director, and Operations Director.
• Accurately code and allocate expenses by department, location, and revenue center.
• Manage vendor statements and resolve billing discrepancies.
• Prepare and distribute a weekly AP report for management review and payment approval.
• Process approved vendor payments according to established Company procedures.
• Ensure all invoices have appropriate supporting documentation and management authorization.
• Monitor outstanding payables and maintain positive vendor relationships.

4. Accounts Receivable & Collections

• Manage accounts receivable, including invoicing, deposits, payment tracking, and collections.
• Track outstanding balances related to private events, brand partnerships, hotel operations, and other revenue streams.
• Coordinate with management and event teams to ensure timely invoicing and payment collection.
• Reconcile customer payments and deposits against outstanding invoices.
• Maintain accurate records of prepaid events, deposits, and deferred revenue where applicable.

5. Payroll & Tip Accounting

• Oversee and support accurate, timely payroll processing across all locations and departments.
• Review payroll reports and record weekly payroll journal entries.
• Reconcile payroll liabilities, taxes, and related expenses.
• Properly allocate payroll expenses across:
• Hotel
• Restaurant – Front of House
• Restaurant – Back of House
• Management
• Events and other departments, as applicable
• Reconcile reported tips and gratuities with payroll records and POS reporting.
• Understand hospitality payroll structures, including tipped employees, overtime, seasonal staffing, and fluctuating labor costs.
• Coordinate with management and payroll providers to investigate and resolve payroll discrepancies.

6. Financial Reporting & Cost Controls

• Prepare and maintain accurate weekly and monthly financial reports, including:
• Profit & Loss Statements
• Balance Sheets
• Cash flow reporting
• Accounts Payable and Accounts Receivable aging reports
• Departmental expense reporting
• Support financial reporting by location and revenue center.
• Assist management in monitoring labor costs, operating expenses, and cost of goods sold.
• Work with culinary and beverage leadership to ensure accurate expense allocation and support inventory-related accounting.
• Identify unusual variances, discrepancies, or areas requiring management attention.
• Provide timely financial information to support operational decision-making.

7. Tax Reporting & Year-End Accounting

• Assist with the preparation and submission of applicable tax reports, including sales tax and occupancy tax.
• Coordinate with external accountants and CPAs on financial statements, tax filings, and year-end closeout.
• Review and reconcile general ledger accounts in preparation for year-end reporting.
• Collect and maintain W-9 forms throughout the year.
• Prepare supporting documentation for annual 1099 filings.
• Maintain accurate and organized records to support tax compliance and financial reviews.

8. Process Improvement & Internal Controls

• Evaluate existing bookkeeping procedures and recommend improvements to efficiency and accuracy.
• Establish consistent accounting practices across multiple hospitality locations.
• Ensure appropriate approvals are obtained for accounts payable, accounts receivable, and other financial transactions.
• Collaborate with department heads to improve invoice submission, expense coding, and reporting procedures.
• Maintain confidentiality and exercise discretion when handling sensitive financial and employee information.

Work Location: Hybrid remote in New York, NY 10040