Accounting Clerk

Position Summary

The Accounting Clerk supports the daily financial operations of The Inn of the Five Graces, The Pink Adobe, and related business entities. This role assists with accounts payable, accounts receivable, reconciliations, filing, invoice processing, vendor communication, and general accounting support. The ideal candidate is organized, accurate, discreet, and comfortable working in a hospitality environment where details matter.

Key Responsibilities

Accounts Payable

• Receive, review, code, and enter vendor invoices.
• Match invoices to purchase orders, packing slips, or manager approvals when required.
• Prepare check runs and payment batches for review and approval.
• Maintain vendor files, W-9 forms, payment records, and supporting documentation.
• Communicate professionally with vendors regarding invoice status, discrepancies, and payment timing.

Accounts Receivable & Daily Revenue Support

• Assist with daily revenue review from hotel, restaurant, spa, and retail operations.
• Support reconciliation of credit card deposits, cash deposits, house accounts, and guest billing adjustments.
• Help research billing discrepancies and support corrections as needed.
• Maintain organized records for guest charges, refunds, comps, and internal transfers.

General Accounting Support

• Assist with bank, credit card, and account reconciliations.
• Enter journal entries as directed by the accounting manager or controller.
• Maintain accurate filing systems, both digital and physical.
• Support month-end close by gathering invoices, statements, receipts, and backup documentation.
• Assist with sales tax, gross receipts tax, payroll support, and other reporting as needed.
• Help ensure accounting records are complete, timely, and audit-ready.

Administrative & Department Support

• Respond to internal requests for invoice copies, payment history, or account details.
• Work closely with department managers to resolve missing receipts, coding questions, and approval delays.
• Maintain confidentiality regarding financial, employee, vendor, and ownership information.
• Support special projects, reporting, and financial analysis as assigned.

Qualifications

• Prior accounting, bookkeeping, or administrative finance experience preferred.
• Hospitality, restaurant, or hotel accounting experience is a plus.
• Strong attention to detail and accuracy.
• Comfortable working with invoices, receipts, spreadsheets, and accounting systems.
• Proficiency with Microsoft Excel, Google Workspace, and basic accounting software.
• Ability to organize competing priorities and meet deadlines.
• Professional communication skills with vendors, managers, and team members.
• High level of discretion and reliability.

Preferred Skills

• Experience with hotel PMS, POS, payroll, or accounting platforms.
• Understanding of accounts payable, accounts receivable, and basic general ledger coding.
• Ability to identify discrepancies and follow through until resolved.
• Calm, service-minded approach in a fast-moving hospitality setting.

Schedule

Full-time position. Schedule may vary based on accounting deadlines, month-end close, and business needs.

Reporting Structure

Reports to the Accounting Manager, Controller, or designated finance leader.

Success in This Role Looks Like

• Invoices are entered accurately and on time.
• Vendor accounts are organized and current.
• Daily revenue and deposits are reconciled with minimal discrepancies.
• Managers receive timely support when financial documentation is needed.
• Month-end close is supported with clean records and complete backup.
• Financial information is handled with professionalism, accuracy, and discretion.

The Inn of the Five Graces and The Pink Adobe are Equal Opportunity Employers. We celebrate diversity and are committed to creating an inclusive environment for all employees.