Woodside Communities

Description
Property Accountant
The Reserve Club at Woodside | Aiken, South Carolina
Position Summary
The Property Accountant supports the financial operations of The Reserve Club at Woodside by maintaining accurate accounting records, assisting with monthly close, supporting member billing and collections, processing payables and receivables, reconciling accounts, and helping department leaders manage financial information related to Club operations. This position requires strong attention to detail, professional communication, sound accounting judgment, and the ability to work in a member-focused private club environment.
The Reserve Club is a private, member-focused club with operations that include golf, food and beverage, events, racquets, aquatics, fitness, facilities, agronomy, membership, and administration. The Property Accountant must understand how accounting supports each operating department and must help ensure financial records are timely, accurate, organized, and useful for decision-making by the Controller, GM/COO, department heads, committees, and Board leadership.
Reports To
Controller, with regular coordination with the GM/COO, Human Resources, department heads, and administrative team.
Essential Duties and Responsibilities
General Accounting and Month-End Close
• Maintain accurate accounting records in accordance with generally accepted accounting principles, Club policies, and private club industry standards.
• Prepare and post journal entries, recurring entries, accruals, prepaid expenses, and reclassifications as assigned.
• Reconcile balance sheet accounts, bank accounts, credit card activity, clearing accounts, inventory-related accounts, member receivables, vendor accounts, and other assigned general ledger accounts.
• Assist with the monthly close process, including review of department activity, supporting schedules, variance explanations, and preparation of financial reports.
• Support timely, accurate, and organized month-end reporting for the Controller, GM/COO, department heads, Ownership, and Board of managers reporting process.
• Maintain organized workpapers and documentation supporting all reconciliations, journal entries, audit requests, and financial reporting schedules.
Club Accounting Systems and Software
• Use the Club's accounting, point-of-sale, payroll, accounts payable, and club management systems to process, review, reconcile, and report financial activity.
• Maintain working knowledge of club management software such as Jonas, Northstar, Clubessential, ForeTees, POS platforms, payroll systems, bank platforms, Microsoft 365, Excel, Outlook, Teams, SharePoint, and related accounting tools used by the Club.
• Assist with the accuracy of member accounts, billing codes, department coding, general ledger mapping, event charges, sales categories, inventory coding, payment processing, and system-generated reports.
• Identify system issues, coding errors, interface problems, or workflow concerns and communicate them to the Controller and appropriate department leader.
• Support future system improvements, software conversions, integrations, reporting enhancements, and process standardization as directed.
Member Billing, Accounts Receivable, and Collections
• Assist with monthly member billing, statement preparation, minimums, dues, fees, event charges, house charges, credits, adjustments, and recurring billing activity.
• Review member accounts for accuracy and work with department heads to resolve billing questions, incorrect charges, missing chits, event coding issues, or posting discrepancies.
• Process member payments, ACH or credit card activity, refunds, credits, and adjustments in accordance with Club procedures.
• Monitor accounts receivable aging and assist with courteous, professional follow-up on outstanding balances.
• Respond to member account questions in a respectful, discreet, and service-focused manner while maintaining confidentiality and consistency with Club policy.
Accounts Payable and Vendor Management
• Process vendor invoices, purchase orders, expense coding, approvals, check runs, ACH payments, and vendor statements in accordance with internal controls.
• Maintain accurate vendor records, W-9 documentation, payment terms, insurance certificates when applicable, and year-end 1099 support.
• Reconcile vendor statements and resolve discrepancies with vendors and department leaders in a timely and professional manner.
• Assist with monitoring recurring agreements, leases, subscriptions, contract payments, utility bills, service contracts, equipment invoices, and other operating expenses.
• Support proper segregation of duties and approval workflows to protect Club assets and ensure accountability.
Payroll, Tips, and Labor Reporting Support
• Assist Human Resources, department heads, and the Controller with payroll-related accounting entries, labor reporting, payroll reconciliations, payroll allocations, and support schedules.
• Support reconciliation of tips, gratuities, service charges, event-related labor, and other payroll-related activity as directed.
• Help department leaders understand labor reports, payroll coding, overtime trends, and budget variances while maintaining appropriate confidentiality.
• Assist with documentation needed for payroll audits, workers' compensation audits, benefits reconciliations, and related financial reporting.
Department Support, Budgeting, and Financial Analysis
• Assist with preparation, maintenance, and review of departmental budgets, operating reports, and financial schedules.
• Provide department heads with timely financial support related to food and beverage, golf operations, agronomy, racquets, aquatics, events, facilities, housekeeping, membership, and administrative areas.
• Help review revenue, expense, cost of goods sold, payroll, inventory, and operating trends to identify variances, coding issues, or opportunities for improved financial management.
• Assist with capital expenditure tracking, fixed asset records, depreciation schedules, project cost tracking, and documentation for large facility or equipment projects.
• Support preparation of schedules for annual audit, tax filings, insurance renewals, budget planning, and committee or Board reporting.
Internal Controls, Compliance, and Confidentiality
• Follow Club accounting procedures, approval policies, cash handling controls, document retention practices, and confidentiality requirements.
• Help safeguard Club assets by supporting accurate reconciliations, timely reviews, proper authorization, reliable documentation, and consistent follow-through.
• Maintain confidentiality regarding member accounts, employee payroll information, vendor agreements, financial results, personnel matters, and Club business.
• Assist with compliance related to sales tax, use tax, payroll taxes, Form 1099, audit requests, insurance audits, banking requirements, and other local, state, and federal reporting obligations as assigned.
• Demonstrate a service-oriented approach while upholding financial discipline, consistency, accuracy, and accountability.
Qualifications and Experience
• Associate or bachelor's degree in accounting, finance, business administration, or related field preferred; equivalent experience may be considered.
• Three or more years of accounting experience preferred, ideally in a private club, hospitality, country club, property management, nonprofit, resort, restaurant, or multi-department operating environment.
• Experience with club management software such as Jonas, Northstar, Clubessential, or comparable systems strongly preferred.
• Experience with accounts payable, accounts receivable, general ledger, bank reconciliations, member/customer billing, payroll support, month-end close, and financial reporting.
• Strong proficiency with Microsoft Excel, Outlook, Teams, SharePoint, accounting reports, spreadsheets, and digital document management.
• Understanding of GAAP, accrual accounting, internal controls, chart of accounts structure, account reconciliations, and audit support.
• Private club, CMAA, hospitality, or member-service environment experience is a plus.
Required Skills and Competencies
• High level of accuracy, organization, follow-through, and attention to detail.
• Ability to manage deadlines, prioritize work, and maintain reliable accounting routines in a fast-paced Club environment.
• Professional, courteous communication with members, vendors, department heads, employees, and leadership.
• Ability to maintain confidentiality and exercise sound judgment with sensitive financial and personnel information.
• Strong problem-solving skills and willingness to identify errors, research discrepancies, and recommend process improvements.
• Comfort working with multiple software systems, reports, uploads, exports, and reconciliations.
• Collaborative approach with the ability to support department leaders while maintaining accounting standards and internal controls.
• Commitment to the Club's service culture, professionalism, and member-focused operating standards.
CMAA and Private Club Standards Alignment
This position is expected to reflect private club industry best practices by supporting accurate financial reporting, reliable internal controls, strong documentation, timely member billing, sound vendor management, effective department reporting, and service-minded communication. Consistent with CMAA-style job description standards, this role should clearly support recruitment, selection, orientation, training, performance review, accountability, and day-to-day management of the Club's accounting function.
Physical Requirements and Work Environment
• Primarily office-based position with regular use of a computer, phone, scanner, printer, and accounting systems.
• Must be able to sit for extended periods, view computer screens, enter data accurately, and manage paper and electronic records.
• May occasionally move throughout the clubhouse, administrative offices, golf shop, food and beverage areas, maintenance areas, or other Club locations to gather information or resolve accounting questions.
• Must be able to communicate clearly and professionally in person, by phone, and through email.
• Occasional extended hours may be required during month-end close, year-end close, budget preparation, audit work, payroll deadlines, or special projects.
Performance Expectations
• Produces accurate, timely, and well-documented accounting work.
• Supports a smooth and reliable monthly close process.
• Maintains positive working relationships with members, vendors, department heads, employees, and leadership.
• Protects confidential information and Club assets through sound accounting practices.
• Improves accounting workflows, system use, reporting accuracy, and documentation over time.
• Demonstrates professionalism, discretion, service orientation, and accountability in all responsibilities.