Accounting and Office Manager

ABOUT WILLOW CREEK GOLF CLUB

Willow Creek Golf Club is a member-owned equity golf club in Spring, Texas. The Club is committed to providing an enjoyable golf and social experience while maintaining responsible financial management, sound operations, and continued improvements to its facilities and course conditions.

The Accounting & Office Manager will play an important role in supporting the Club's financial accuracy, administrative efficiency, employee administration, and overall operational success.

POSITION SUMMARY

Willow Creek Golf Club is seeking a highly organized, detail-oriented, and dependable Accounting & Office Manager to oversee the Club's day-to-day accounting functions and administrative operations.

This position is responsible for maintaining accurate financial records, managing accounts payable and receivable, coordinating payroll, supporting inventory and purchasing activities, and maintaining efficient office operations. The Accounting & Office Manager will also be responsible for maintaining employee personnel files, coordinating new employee onboarding, and providing administrative support to the General Manager, Board of Directors, and Finance Committee.

The ideal candidate is a hands-on professional with strong accounting and organizational skills, experience with accounting and club management software, and the ability to manage multiple responsibilities while maintaining confidentiality and providing excellent service to members, employees, and vendors.

KEY RESPONSIBILITIES

1. Accounting & Financial Management

Process vendor invoices, verify accuracy and appropriate approvals, and ensure timely payments through checks, ACH transfers, and wire transfers. Manage accounts payable and accounts receivable, including vendor reconciliations, member billing, collections, and follow-up on outstanding balances. Apply member payments accurately and assist with resolving billing discrepancies. Perform monthly bank, credit card, petty cash, member account, and other financial reconciliations. Assist with general ledger entries, adjusting journal entries, and month-end and year-end closing activities. Maintain accurate, organized financial records and supporting documentation. Prepare monthly financial reports and reporting packages for the General Manager, Board of Directors, and Finance Committee. Assist with annual budget preparation, budget monitoring, expense tracking, and financial analysis. Track capital improvement projects, fixed assets, depreciation schedules, loan payments, and related expenditures. Coordinate with the Club's CPA on financial reporting, tax filings, audits, and year-end requirements.

2. Payroll & Employee Administration

Gather and verify employee hours, tips, commissions, paid time off (PTO), overtime, holiday pay, and special event compensation. Coordinate timely and accurate payroll processing with the payroll provider and/or CPA. Maintain confidential employee payroll records, deductions, and tax documentation. Maintain complete and organized personnel files, ensuring employee records and required documentation are current and properly secured. Coordinate onboarding for new employees, including employment paperwork, required forms, personnel documentation, and communication with department managers. Assist with employee status changes, personnel record updates, and other administrative matters as needed. Assist with annual W-2 and 1099 preparation.

3. Office Management & Administrative Support

Oversee daily office operations to ensure an organized, professional, and efficient working environment. Manage incoming correspondence, telephone calls, email inquiries, document preparation, filing, and recordkeeping. Assist the General Manager with correspondence, reports, policy documents, contracts, and administrative projects. Prepare meeting materials, financial reports, and supporting documentation for Board and committee meetings. Maintain organized electronic and physical filing systems for contracts, vendor agreements, permits, insurance certificates, licenses, and other important records. Maintain a master calendar of contract renewals, insurance policies, licenses, service agreements, filing deadlines, and other recurring obligations. Track administrative assignments and deadlines and coordinate follow-up with the appropriate departments. Develop and maintain standardized accounting procedures, administrative processes, and internal controls. Maintain the confidentiality and security of financial, employee, member, and Club records.

4. Member Accounts & Customer Service

Assist with new member onboarding, membership documentation, billing setup, and member account updates. Maintain accurate membership and account information in Clubessential, the Club's management system. Respond professionally to routine member questions concerning dues, assessments, charges, payments, and account balances. Assist with tournament billing, event charges, special function invoicing, and other member related transactions. Coordinate with the Membership Director and other departments to resolve account discrepancies and maintain accurate records. Provide courteous, responsive service that reflects the Club's commitment to its membership.

5. Purchasing, Inventory & Vendor Management

Coordinate vendor invoice processing and maintain accurate vendor records. Obtain and maintain vendor W-9 forms, insurance certificates, contracts, and other required documentation. Verify that goods and services received correspond with purchase orders, approvals, and invoices. Assist department heads with purchasing, vendor comparisons, bid requests, and cost-saving opportunities. Monitor inventory records for Pro Shop merchandise, food and beverage products, maintenance supplies, and clubhouse operations. Assist with inventory counts, inventory reconciliations, and tracking of product usage and purchasing trends. Support liquor, beer, and wine inventory control procedures in coordination with the Food & Beverage Department. Help identify opportunities to improve purchasing efficiency, control costs, and reduce waste.

6. Compliance, Reporting & Internal Controls

Assist in maintaining compliance with applicable federal and Texas reporting requirements. Track sales tax filings, vendor 1099 requirements, and other recurring reporting obligations. Maintain appropriate supporting documentation for audits, financial reviews, insurance claims, and regulatory requirements. Monitor adherence to established approval procedures and accounting controls. Coordinate with the Club's CPA, insurance representatives, and other professional service providers as needed. Ensure employee and financial records are maintained securely and in accordance with applicable recordkeeping requirements.

7. General Manager & Club Operations Support

Assist with budget development, financial projections, cost-saving analyses, and capital improvement planning. Help prepare financial information and supporting documentation for strategic planning and operational decisions. Coordinate administrative information among the General Manager, department heads, and Club leadership. Support tournaments, special events, membership initiatives, and other Club activities as needed. Perform additional accounting, administrative, human resources, and operational duties as assigned by the General Manager.

QUALIFICATIONS

Required Qualifications

Demonstrated experience in accounting, bookkeeping, office management, or a related administrative position. Working knowledge of accounts payable, accounts receivable, payroll, bank reconciliations, and general accounting procedures. Strong organizational skills and exceptional attention to detail. Proficiency with Microsoft Excel, Word, Outlook, and other standard office applications. Ability to manage multiple priorities, meet deadlines, and work independently. Strong written and verbal communication skills. Professional demeanor and a commitment to providing excellent member and vendor service. Ability to handle confidential financial, personnel, and membership information with discretion. Strong problem-solving skills and the ability to identify discrepancies and recommend practical solutions.

Preferred Qualifications

Experience with Clubessential or a similar golf club management and accounting system. Experience with accounting software, payroll systems, and financial reporting tools. Experience preparing financial reports for management, a board of directors, or a finance committee. Familiarity with budgeting, inventory control, vendor management, and financial reporting. Experience maintaining employee personnel files and coordinating new employee onboarding. Experience in a private golf club, country club, hospitality organization, or similar member service environment.

KEY ATTRIBUTES FOR SUCCESS

The successful candidate will be:

Detail-oriented: Maintains accurate financial records and identifies discrepancies before they become problems. Organized: Establishes efficient systems for accounting, filing, reporting, and daily office operations. Accountable: Takes ownership of assigned responsibilities and follows through on deadlines. Discreet: Handles sensitive financial, personnel, and membership information appropriately. Collaborative: Works effectively with the General Manager, Board, Finance Committee, department heads, vendors, employees, and members. Proactive: Identifies process improvements, cost-saving opportunities, and potential operational concerns. Service-minded: Understands the importance of supporting a positive experience for Willow Creek members.

Pay: $40,000.00 - $50,000.00 per year

Work Location: In person