We are seeking Member Accounts and Accounting Administrator Member Accounts and Accounting Administrator provides administrative support for the Buffalo Yacht Club's day-to-day financial and membership operations. The position works closely with the General Manager, Membership Administrator and the Club's outside accounting firm to ensure that financial information and supporting documentation are complete, accurate, organized, and submitted promptly.
The Club's outside accounting firm is responsible for formal accounting functions, including account reconciliations, journal entries, financial statements, month-end and year-end closing, financial analysis, tax-related reporting, and accounting-policy decisions.
Key Responsibilities:
Member Billing and Account Administration:
• Enter member charges, payments, credits, and approved adjustments into the Club's management system.
• Prepare and distribute monthly member statements.
• Process member payments and maintain accurate payment records.
• Respond professionally to routine member questions regarding statements, charges, payments, and account balances.
• Refer disputed charges, requested adjustments, and accounting questions to the General Manager for review.
• Coordinate with the Membership Administrator to ensure that membership classifications, dues, fees, credits, and account information are entered correctly.
Accounts Receivable Administration:
• Monitor aging accounts receivable and follow up with members regarding outstanding balances by telephone and written communication.
• Document all collection-related telephone calls, written communications, payment commitments, disputes, and follow-up actions in the member's account records.
• Provide regular aging accounts receivable updates to the General Manager and refer unresolved or seriously delinquent accounts for further review.
Payment, Deposit, and Invoice Administration:
• Prepare daily deposit documentation and coordinate bank deposits.
• Collect, organize, and submit invoices and supporting documentation for approval and payment.

This position reports directly to the General Manager and works in close coordination with the Membership Administrator and the Club's outside accounting firm. The role is administrative in nature and requires strong organization, accuracy, follow-through, professional communication, and sound judgment. The position does not independently perform formal accounting, financial reporting, account reconciliation, or financial-analysis functions.
Qualifications:
• Education: Associate degree or relevant coursework in business administration, accounting support, office administration, or a related field is preferred.
• Experience: Previous administrative, bookkeeping support, accounts receivable, member billing, or office experience is preferred.
• Skills:
• Strong organizational skills and attention to detail.
• Ability to enter, review, and maintain information accurately.
• Proficiency with Microsoft Excel, Word, email, and office-management software.
• Experience with Clubessential or similar club-management software is preferred.
Qualifications (continued):
• Ability to communicate professionally and diplomatically with members, employees, vendors, and outside service providers.
• Ability to manage multiple responsibilities and meet established deadlines.
• Ability to handle accounts receivable follow-up firmly, respectfully, and consistently.
• High level of discretion and professionalism when handling confidential information.
Work Environment:
This role requires maintaining high ethical standards and positive working relationships with members, employees, vendors, and outside service providers. The position involves regular computer and telephone work, detailed recordkeeping, and the ability to manage confidential and time-sensitive information in a busy Club environment.
Role Limitations:
This position does not independently perform account reconciliations, prepare journal entries or financial statements, conduct financial analysis, complete month-end or year-end closing, prepare tax filings, conduct audits, or make accounting-policy decisions. These responsibilities are handled by the Club's outside accounting firm in coordination with the General Manager.