AR and Admin Assistant

AR and Admin Assistant

Arizona Biltmore Golf Club - Phoenix, AZ

Overview

Salary Range $22.00 - $25.00 Hourly Position Type Part Time Education Level High School or G.E.D. Category Accounting

Description

Scope and Purpose:

Under direct supervision, this newly created part-time position will play a key role in supporting JDM Golf in its evolving accounting operations specifically the transition to a more efficient approach for processing tournament and event payments. This individual will serve as the point of contact for payment collection, invoice coordination, and follow-up. Additionally, the individual will also perform a variety of administrative tasks and accounts payable duties for the accounting operations.

Essential Functions:

Processes Accounts Receivable including:

• Issue invoices, deposit requests, billing statements, and payment confirmations
• Monitor aging reports and proactively follow up with clients and members regarding outstanding balances
• Communicate payment options e.g., credit card fee vs. no-fee for ACH to guests and members
• Accurate coding, timely posting, and proper document of payments received
• Track deposit deadlines for tournaments and events
• Research and answer billing questions or payment discrepancies

Provides Administrative Support to the Accounting Department:

• Provide administrative support, as needed
• Maintain organized digital and paper files for contracts, invoices, payments records, etc.
• Assist with preparing reports, as needed
• Support general office tasks

Processes Accounts Payable including:

• Enter Accounts Payable invoices into the accounting system with accuracy and timeliness
• Assist Accounting team with vendor inquiries, W-9 collection, and miscellaneous A/P tasks

Other:

• Participates in meeting and training
• Conform with all safety standards
• Performs other duties, as assigned

Qualifications

Knowledge, Skills and Abilities:

• Basic understanding of basic accounting principles (A/R and A/P)
• Mathematical abilities.
• Ability to be flexible when taking on tasks, prioritizing as necessary, and in handling assignments
• Ability to explain payment methods, fees, and billing terms clearly and professionally.
• Strong organizational and multi-tasking skills; ability to manage deadlines.
• Ability to follow-up and manage collections conversations.
• Exceptional guest service and public relations skills
• Ability to perform professionally in a high volume, high profile, demanding environment

Computer Skills:

Required:

• Ability to learn and use event management application, POS system, and accounting system
• Proficient in MS Office Suite Excel, Word, Outlook
• Ability to use employee self-service on company's human resources/payroll database

Certificates, Licenses, Registrations

• Required: Position may utilize golf carts; thus, must have a valid driver's license.

Other

• Regular attendance is required. This is a part-time, on-site position with a standard weekday scheduleMonday through Fridaysuch as four hours per day over five days per week or five hours per day over four days per week, generally totaling 20 hours per week. Any hours over 20 per week must receive prior approval from the supervisor. While the schedule is limited to Monday through Friday, occasional additional time may be needed during the regular workweek to support deadline-driven accounting tasks or event billing deadlines. The individual must be able to work in a fast-paced environment, manage, and prioritize multiple competing tasks, and seek supervisory guidance when appropriate.

Physical Requirements:

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 accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk and hear. The employee regularly is required to stand, walk, use hand to finger, handle or feel objects, tools, or controls; and reach with hands and arms. The Employee frequently lifts and/or moves between twenty-five (25) and fifty (50) pounds. Specific vision abilities required by this job include close vision, ability to adjust focus, and manual dexterity in combination with eye/hand coordination. Auditory abilities required by this job include the ability to accurately hear information conveyed to guests and members and the ability to work effectively in areas with ambient noise. The work environment is subject to interruptions, varying and unpredictable situations and time pressures related to multiple tasks. There is extensive repetitive motion in using hands/wrists.

Work Environment:

Work environment is typical of a climate-controlled administrative office. The office is attached to a maintenance shop which creates occasional odors of machinery fluids and gas. Inventory storage areas may be dusty. Additionally, the individual may need to go outside and drive or walk down the street to site in varying weather conditions to deliver paperwork, obtain signatures, or support payment-related tasks.

Minimum Qualifications:

• Requires a High School Diploma or General Education Degree (GED). Associate degree in accounting, business, or related field preferred, or a student currently pursuing a bachelor's degree in accounting, finance, or a related field.
• Minimum one (1) year experience in accounts receivable, accounts payable, or accounting support roles.
• Hospitality or Golf Club or Restaurant event billing experience a plus.
• Experience coordinating client payments or collections preferred.
• Position based out of AZ Biltmore Golf Club area (Phoenix).

We offer:

PT Benefits: PT Schedule, Direct Deposit, Free Parking, Paid Sick Leave, Free Golf, Golf Shop Discounts. Waiting periods may apply.

How to Apply: If you are detail-oriented, eager to grow in the accounting field, and meet the necessary qualifications, please submit your resume and apply online. If you receive a conditional offer, we do conduct a background check. EOE.