Office Administrator/Bookkeeper

Summary:

Jubilee Yacht Club is a private, membership-based organization located in Beverly, MA. We currently have an opening for an Office Administrator/Bookkeeper position. The role of the Office Administrator is established to ensure that the day-to-day financial and operational activities of the Jubilee Yacht Club (JYC) are administered properly. The essence of the role is keeping the Club’s operations moving and tending to the financial needs of each department. The Administrators carry out the directions and priorities from the Purser and Executive Committee.

The Office Administrator must be knowledgeable and experienced in accounting and bookkeeping, including experience working with QuickBooks software and Microsoft Office, and possess strong interpersonal and organizational skills.

Full Job Description:

Payroll:

• Process payroll bi-weekly

• Work with payroll company to ensure all payroll information has flowed over properly each week

• Handle onboarding of new employees, as well as updates to existing employees, within Toast POS system and payroll service database

Accounts Payable:

• Run Accounts Payable checks weekly, as well as ensuring vendor checks are reviewed and signed by an Officer

• Accurately enter invoices daily into QuickBooks after proper approval

• Communicate with vendors and responsible Club Officers and employees on any discrepancies and problems with invoices and payables

Billing and Accounts Receivable:

• Enter receipts daily for Office, Bar, Gas Dock, Ship’s Store, and Committee income

• Run reports on Accounts Receivables for review by Club Officers

• Post all A/R of checks or cash in QuickBooks and review online payments in Bill & Pay system

• Verify that QB and Bill & Pay are syncing up properly

• Prepare and send bills for all billing cycles (October, January and March for Membership dues, other misc. billings as appropriate)

Month-End Reporting:

• Reconcile bank accounts; credit cards; perform adjusting entries; payroll reports; balance sheet, income statements and year-to-date budget comparison

• Follow up on any expired date or rejected credit card payments

• Prepare statements on all the above for appropriate Club officers and Finance Committee

Cash Maintenance:

• Maintain and fund ATM cash machine

• Prepare deposits and bring them to the bank as needed (two times per week Monday/Tuesday and Thursday/Friday), after hours drop may be used

• Fund Fuel Dock and Café cash banks

• Maintain necessary operating cash balance in checking accounts while maintaining maximum return on investment accounts and initiating required bank transfers between accounts to do so

Administrative:

• Maintain records of all license and inspection needs of the Club including but not limited to municipal, state, and Federal licensure matters, prepare licensing documentation needed to be reviewed and signed

• Maintain and retain confidential personnel files properly for all Club employees, as required by state and federal laws

• Maintain confidential Member files and applications for all Club Members

• Order office supplies

• Receive and process all online applications for storage, dry boating, and day boating received through Google doc, including insurance policies and fees

• Maintain Member email addresses and in conjunction with the Club Secretary send email communications of Club activities to the Membership as needed

• Work with the club officerson their respective duties, including, but not limited to, assisting with the issuance of communications, Member information, boat storage records, insurance, and related assistance, and working with the Purseron all financial matters of JYC

• Assist other Committees where appropriate

Job Qualifications:

The essential knowledge, skills and abilities for this role include:

• 3 years working in accounting, bookkeeping, and finance for similar sized organizations

• Experience with Microsoft Excel and Word

• Expertise with QuickBooks

• Experience with Toast or similar POS software a plus but not required

• Strong attention to detail and ability to proactively find and fix mistakes or incorrect entries

• Administrative and communication skills to produce content, provide information, and establish clear protocol

• Ability to maintain a high level of integrity

• Strong collaboration and teamwork skills

• Ability to establish policies and procedures related to finance and operations and document those processes

• Responsiveness and reliability, including attendance, punctuality, and scheduling of work hours for maximum impact and Club Member support

Pay: $30.00 - $35.00 per hour

Benefits:

• Flexible schedule
• Paid time off

Work Location: In person

Salary : $30 - $35