Accounting & Controls Coordinator

ACCOUNTING & CONTROLS COORDINATORPOSITION PURPOSE

This job is meant for you if you have a strong financial control mindset who naturally verifies accuracy, identifies discrepancies, follows transactions through to completion, and believes in checks and balances rather than simply processing paperwork.

This position is ideal for someone who naturally asks, “Does this number make sense?” and takes ownership of finding the answer when it doesn’t.

This role supports the day-to-day financial operations of the organization by monitoring cash and revenue activity, processing and reconciling financial transactions, maintaining accurate documentation, investigating discrepancies, and assisting with month-end reporting, accounting activities and HR resources as needed.

ESSENTIAL JOB FUNCTIONSDAILY FINANCIAL OPERATIONS & CASH CONTROLS

• Manage daily financial activity, including cash drops, cash counts, bank deposits, cashier reports, daily revenue, and credit card transactions.
• Collect and review daily cashier journal reports from Reservations and Front Desk.
• Prepare daily deposits and maintain accurate supporting documentation.
• Reconcile daily cash, revenue, and payment activity while investigating shortages, overages, missing deposits, discrepancies, and other irregularities.
• Prepare required daily financial reports in accordance with established procedures.
• Report significant discrepancies, financial irregularities, or control concerns to the Director of Finance and Managing Director.
• Resolve routine discrepancies in accordance with established procedures and management direction.
• Monitor financial transactions for compliance with established internal controls.
• Immediately report suspected fraud, misuse of company funds, financial irregularities, or control breaches to management.
• Research and respond to credit card disputes and chargebacks, gather supporting documentation, meet required deadlines, and track transactions through resolution.

ACCOUNTING TRANSACTIONS & RECONCILIATIONS

• Support Accounts Payable and Accounts Receivable activities, including vendor and customer account maintenance, invoice review and coding, payment processing, billing, payment application, collections support, and account reconciliations.
• Review invoices and financial documentation for accuracy, completeness, approvals, appropriate coding, and supporting documentation.
• Perform three-way matching of invoices, purchase orders, and receiving documentation when applicable.
• Code and allocate expenses in accordance with company accounting procedures and USALI guidelines when applicable.
• Process weekly check runs and ensure payments are properly supported and approved.
• Reconcile vendor statements, customer accounts, cash activity, and assigned accounts and investigate discrepancies.
• Monitor outstanding balances, aging reports, payment terms, and unresolved financial items and communicate concerns proactively.
• Post payments, wire transfers, and other financial transactions accurately into the appropriate accounting and property management systems.
• Prepare and process billing, invoices, payment applications, credit memos, and other financial transactions as assigned.
• Maintain accurate vendor records, W-9 forms, Certificates of Insurance, invoices, payment documentation, and other required supporting records.
• Ensure invoices and supporting documentation are properly maintained in QuickBooks and other applicable systems.

FINANCIAL REPORTING & MONTH-END SUPPORT

• Assist the Director of Finance with daily reporting, month-end, and year-end closing activities.
• Prepare supporting schedules, reconciliations, workpapers, and assigned journal entries, including payroll, income, accrual, reclassification, and reversing entries.
• Reconcile assigned balance sheet accounts and research unreconciled balances and discrepancies.
• Assist with inventory reconciliations and physical inventory counts as assigned.
• Assist with financial statement review and variance analysis.
• Research significant financial variances and communicate findings to the Director of Finance.
• Maintain organized records and documentation to support accurate financial reporting, internal reviews, and audits.

INTERNAL CONTROLS, DOCUMENTATION & PROCESS IMPROVEMENT

• Follow established accounting policies, Standard Operating Procedures, and internal control requirements.
• Maintain and update SOPs and process documentation and assist with developing new procedures when processes or systems change.
• Identify opportunities to improve financial processes, documentation, internal controls, and operational efficiency.
• Document process changes clearly and accurately.
• Communicate financial risks, discrepancies, process concerns, and control issues proactively to the appropriate leadership.
• Assist with training team members on established financial procedures and processes when requested.

HR & PAYROLL ADMINISTRATIVE SUPPORT

• Provide administrative support for Human Resources and payroll-related processes, including timekeeping, employee records, payroll documentation, onboarding, and benefits administration.
• Assist with time and attendance tracking and identify discrepancies before payroll processing deadlines.
• Support payroll administration by collecting, reviewing, and verifying required payroll information, including commissions, gratuities, tips, and other compensation-related documentation.
• Assist with workers' compensation documentation, claims tracking, safety records, modified duty coordination, and communication with appropriate exec team.
• Assist with employee benefits admin, including enrollment documentation, invoice reconciliation, and vendor communication.
• Support employee separation processes by coordinating required documentation, final payroll information, exit procedures, and return of company property.
• Support compliance with applicable wage and hour, payroll, unemployment, I-9, and employment documentation requirements.
• Maintain strict confidentiality regarding employee, financial, and company information.

CORE COMPETENCIES

• Integrity & Accountability: Demonstrates honesty, professionalism, sound judgment, and accountability in all financial and workplace matters.
• Attention to Detail & Reliability: Maintains a high level of reliability, accuracy when reviewing financial transactions, records, documentation, and employee information.
• Internal Controls Awareness: Understands the importance of following procedures, protecting company assets, identifying discrepancies, and escalating potential risks.
• Problem Solving: Researches issues thoroughly, identifies discrepancies, and works toward appropriate resolution.
• Communication: Communicates clearly and professionally and proactively raises issues or concerns.
• Organization & Prioritization: Effectively manages multiple responsibilities, deadlines, and competing priorities.
• Ownership: Takes responsibility for assigned work and follows through to completion.
• Continuous Improvement: Identifies opportunities to improve processes, documentation, efficiency, and internal controls.
• Team Collaboration: Works independently while collaborating effectively with Finance, Human Resources, Operations, and Management.
• Confidentiality: Handles financial, employee, and company information with discretion and professionalism.
• Flexibility: Adapts to changing priorities and operational needs while maintaining accuracy and professionalism.

JOB REQUIREMENTS

Education

• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred.
• Equivalent combination of relevant education and accounting experience will be considered.
• Coursework or demonstrated knowledge of financial accounting and internal controls preferred.

Experience

• 3 to 5 years of accounting or finance experience is preferred.
• Experience with Accounts Payable, Accounts Receivable, cash handling, reconciliations, and financial recordkeeping preferred.
• Experience preparing journal entries and supporting month-end close preferred.
• Experience reconciling balance sheet accounts preferred.
• Experience with payroll processing or payroll accounting preferred.
• Experience working with accounting software required.
• Experience with QuickBooks preferred.
• Experience with Property Management Systems and POS systems preferred.
• Hospitality, hotel, spa, or related industry experience preferred.
• HR administrative, recruiting, onboarding, or payroll support experience preferred.

SOFTWARE & TECHNICAL SKILLS

Required:

• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• Adobe PDF
• Accounting software

Preferred:

• QuickBooks
• Excel
• Outlook
• Paycom or similar payroll and HRIS systems
• POS systems preferably Revinate
• CRM systems preferably Opera

SKILLS & ABILITIES

• Strong understanding of accounting principles and financial recordkeeping.
• Ability to reconcile financial transactions and identify discrepancies.
• Strong attention to detail and accuracy.
• Ability to understand and follow internal controls and established procedures.
• Strong organizational and time management skills.
• Ability to manage multiple priorities and deadlines.
• Strong verbal and written communication skills.
• Ability to exercise sound judgment and discretion.
• Ability to work independently while collaborating effectively with a team.
• Ability to maintain confidentiality regarding financial, employee, and company information.
• Proactive approach to identifying issues and improving processes.

WORKING CONDITIONS & PHYSICAL DEMANDS

• Ability to sit or stand for extended periods.
• Regular use of computers and standard office equipment.
• Ability to occasionally lift up to 30 pounds.
• On-site presence is required.
• Must be available for occasional overtime or schedule adjustments based on operational and month-end business needs.

BENEFITS

• 401(k)
• Health
• Dental
• Vision
• Employee Discount on services + products
• Sick Pay
• Paid Time Off
• Vision Insurance

Shift: Day Shift Preferred

Ability to Commute: Desert Hot Springs, CA 92241 Required

Work Location: In Person