Accounting & Billing Clerk

Full-Time

Moore Haven Yacht Club is seeking a detail-oriented Accounting/Billing Clerk to handle the clerical and administrative side of our billing operations at Moore Haven Yacht Club. This role serves as the vital connection between our accounting team and customer service representatives, ensuring seamless billing processes and accurate record-keeping. With sophisticated clerical responsibilities and minimal customer.

Key Responsibilities:

Billing Administration & Processing

• Process and generate invoices for HOA dues, guest bookings, and community services
• Maintain accurate billing records and resident account files
• Review and verify billing information for accuracy before distribution
• Track payment schedules and due dates for homeowner accounts
• Process billing adjustments, credits, and corrections as needed
• Prepare monthly billing reports and reconciliation summaries
• Monitor aging accounts and flag discrepancies for accounting manager review

Interdepartmental Coordination

• Serve as liaison between accounting team and customer service representatives on billing matters
• Communicate billing updates, policy changes, and procedural information to customer service team
• Collaborate with property management on accurate billing data for service-related inquiries
• Coordinate with property management team on move-in/move-out billing processes
• Support accounting manager with documentation for financial audits and reviews

Petty Cash & Administrative Support

• Manage petty cash fund for administrative expenses and small office purchases
• Process petty cash reimbursement requests with proper documentation
• Reconcile petty cash transactions and maintain accurate logs
• Monitor and replenish petty cash as needed
• Process vendor invoices for administrative services (office supplies, maintenance items, etc.)
• Maintain organized filing systems for receipts, invoices, and financial documentation

Limited Customer Communication

• Respond to billing inquiries via email with clear, professional explanations
• Handle occasional phone calls regarding billing questions when customer service escalates
• Provide written clarification on HOA dues, service charges, and account statements
• Send courtesy reminders and billing notices to residents as needed
• Document all customer interactions in accounting system for reference

Data Entry & Record Management

• Input and update resident billing information in accounting software
• Maintain accurate databases for homeowner accounts and payment histories
• Generate and distribute monthly statements to residents
• Update payment records and track transaction details
• Ensure data integrity and confidentiality of financial information
• Prepare reports for accounting manager on billing metrics and trends

Education & Experience:

• High school diploma or equivalent required; Associate's degree in Accounting, Business, or related field preferred
• Minimum 2 years of experience in billing, accounts receivable, or accounting clerk role
• Experience with accounting software (QuickBooks, Yardi, or similar property management systems preferred)
• Background in property management, HOA billing, or residential community accounting is a plus

Essential Skills:

• Strong attention to detail and accuracy in data entry and financial record-keeping
• Proficiency with Microsoft Excel (formulas, pivot tables, basic reporting)
• Comfortable working independently with minimal supervision in remote environment
• Excellent written communication for email correspondence
• Basic understanding of accounting principles and billing cycles
• Ability to prioritize tasks and manage time effectively with limited information
• Strong organizational skills and ability to manage multiple tasks and deadlines

Personal Attributes:

• Self-motivated and disciplined for remote work environment
• Reliable and consistent with meeting deadlines
• Professional demeanor in all written and verbal communications
• Discretion and integrity when handling financial matters
• Team player who collaborates well across departments
• Adaptable to changing priorities and software systems

Working Conditions:

• Remote/hybrid work arrangement with flexibility to work from home
• Occasional on-site presence required for team meetings, audits, or petty cash management
• Standard business hours with some flexibility for month-end closing and scheduling options
• Minimal customer interaction; primarily email-based communication
• Independent work environment requiring self-direction and time management

Compensation:

• Salary: $56,000 - $58,000 annually based on experience
• Monthly performance-based bonus