Senior Accounts Payable Specialist

Description

Our Mission: To fulfill our PROMISE to our employees, members and guests in order to create a reimagined Country Club life.

P assionate - We love what we do and have fun doing it!

R efined - We strive for excellence in our communication.

O wnership - We are proactive and accountable in any task, challenge or opportunity presented to us.

M indful - We are present, patient, and aware so that we can best anticipate the needs of those around us.

I nnovative - We are eager and open to seek ways to improve Country Club life.

S afe - We take responsibility for creating a safe environment.

E mpathy - Every concern, suggestion, or feedback is a welcomed opportunity to understand the feelings and needs of others.

OVERVIEW: Boca West Country Club, recognized for its excellence and luxury, is seeking an experienced and detail-oriented Senior Accounts Payable Specialist. The Senior Accounts Payable Specialist serves as the lead operational resource within the Accounts Payable department and acts as the primary support to the Accounts Payable Manager. This position is responsible for processing complex accounts payable transactions, ensuring accuracy and compliance, mentoring Accounts Payable Clerks, and assisting with process improvements and system optimization initiatives. The ideal candidate is highly organized, detail-oriented, and experienced with AP automation platforms and accounting system implementations. Experience within hospitality, private clubs, country clubs, hotels, or resorts is highly preferred.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Accounts Payable Operations

• Review, verify, code, and process vendor invoices, expense reports, and purchase orders accurately and efficiently.

• Handle complex invoice issues, vendor disputes, and payment discrepancies requiring advanced research and resolution.
• Process check runs, ACH payments, wire transfers, and electronic payments while ensuring adherence to payment schedules.
• Monitor vendor statements and reconcile accounts to ensure all invoices are accounted for and paid appropriately.
• Review accounts payable aging and proactively identify outstanding items requiring follow-up.
• Assist with month-end and year-end closing activities, including accruals, reconciliations, and audit preparation.

Leadership & Support

• Serve as the primary backup to the Accounts Payable Manager and assist with daily departmental operations.

• Provide guidance, training, and day-to-day support to Accounts Payable Clerks, promoting accuracy and consistency.
• Assist with prioritizing workload and maintaining department productivity during high-volume periods or supervisor absences.
• Review work completed by junior staff for accuracy and compliance with company policies.

Process Improvement & Systems

• Identify opportunities to improve accounts payable workflows, efficiency, and internal controls.

• Assist with the implementation, optimization, and ongoing administration of AP automation platforms such as Ottimate, Beanworks, AvidXchange, Stampli, Tipalti, or similar solutions.
• Participate in accounting system upgrades, testing, and process documentation.
• Develop and maintain standard operating procedures for accounts payable processes.
• Train department staff on new technologies, workflows, and best practices.

Vendor Relations

• Build and maintain positive working relationships with vendors and internal departments.

• Resolve payment inquiries professionally and promptly.
• Assist with negotiating payment terms and identifying opportunities for discounts or improved cash flow management.

Compliance & Internal Controls

• Ensure compliance with company policies, accounting standards, and internal controls.

• Maintain complete and organized documentation supporting all accounts payable transactions.
• Assist with internal and external audits by providing required documentation and responding to auditor requests.
• Maintain strict confidentiality of financial and vendor information.

COMPETENCIES - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required.

• Responds to requests for service and assistance.

• Contributes to building a positive team spirit.

• Treats people with respect.

• Works with integrity and ethically.

• Follows policies and procedures.

• Supports organization's goals and values.

• Adapts to changes in the work environment.

• Is consistently at work and on time.

• Follows instructions, responds to management direction.

• Asks for and offers help when needed.

• Includes appropriate people in decision-making process.

• Treats others with respect and consideration regardless of their status or position.

• Demonstrates accuracy and thoroughness.

• Completes work in timely manner.

• Observes safety and security procedures.

• Reports potentially unsafe conditions.

• Uses equipment and materials properly.

EDUCATION, EXPERIENCE, and TRAINING:

• Associate's or Bachelor's degree in Accounting, Finance, or Business Administration preferred.
• Minimum of 5 years of experience in accounts payable or a related accounting function.
• Strong understanding of accounting principles, internal controls, and financial regulations.
• Experience with AP automation software implementations or optimization projects is strongly preferred.
• Working knowledge of platforms such as Ottimate, Beanworks, AvidXchange, Stampli, Tipalti, Coupa, or similar invoice automation solutions.
• Experience with specific hospitality or club management systems is a plus.
• Advanced MS Excel skills, including pivot tables, VLOOKUPs, and data analysis.
• Excellent organizational skills, attention to detail, and accuracy.
• Strong leadership abilities, with the capacity to mentor and develop staff.
• Effective communication skills for interaction with vendors, staff, and management.
• Ability to handle sensitive and confidential financial information with integrity.

PHYSICAL DEMANDS - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Sedentary work involving prolonged periods at a desk and computer.
• Ability to lift or carry light office supplies or documents as needed.
• Occasional movement around the office or club premises during meetings or system troubleshooting.

WORK ENVIRONMENT - The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Primarily office-based within a luxury private club environment.
• Collaborative setting requiring professionalism, discretion, and attention to detail.
• Fast-paced environment with tight deadlines during month-end and year-end closing periods.
• Occasional need to support other accounting functions or assist during peak operational periods.