Office Manager/Bookkeeper

Office Manager/Bookkeeper

Position Overview

Edgewood Country Club is seeking a dependable, detail-oriented, and highly organized Office Manager/Bookkeeper to work closely with the General Manager and support the Club’s daily office and financial operations.

This position is responsible for maintaining accurate financial and administrative records, processing accounts payable and event billing, tracking payments and expenses, and organizing daily office workflow. The Office Manager/Bookkeeper will also assist with inventory and labor tracking, communicate with vendors and outside accounting professionals, follow up on outstanding tasks, and keep the General Manager informed of important deadlines and unresolved items.

The ideal candidate takes initiative, maintains confidentiality, follows through consistently, and can manage multiple priorities in a busy hospitality environment.

Essential Responsibilities

• Process accounts payable, including invoice entry, coding, vendor statements, due dates, and payment tracking.
• Review invoices for accuracy, required documentation, and appropriate approval.
• Identify and follow up on invoice, statement, payment, and account discrepancies.
• Maintain event contracts, deposits, billing records, payment schedules, and outstanding balances.
• Prepare event invoices and follow up with clients regarding deposits, documents, and payment deadlines.
• Maintain accurate financial, vendor, event, inventory, and administrative records in Clubessential and other approved systems.
• Provide requested financial information and documentation to the Club’s outside accounting professionals.
• Communicate with utility companies and vendors to review services, pricing, statements, and expenses.
• Maintain vendor contacts, contracts, tax forms, insurance documents, and related records.
• Enter and track inventory information and follow up on missing or inconsistent records.
• Assist with employee scheduling information, timekeeping records, and labor monitoring.
• Organize daily office workflow, track deadlines, and follow up on outstanding assignments.
• Keep the General Manager informed of invoices, payments, event balances, expenses, labor information, vendor activity, deadlines, and unresolved concerns.
• Maintain organized electronic and paper records and protect confidential financial, employee, member, vendor, and Club information.
• Support established internal controls and ensure financial transactions have appropriate documentation and approval.
• Complete assigned bookkeeping, financial, and administrative reports accurately and on time.
• Perform other related duties as assigned by the General Manager.

Qualifications

• Associate degree in accounting, bookkeeping, business administration, finance, or a related field preferred.
• At least three years of bookkeeping, accounts payable, accounting support, or office administration experience preferred.
• Experience with invoice processing, vendor records, billing, inventory tracking, labor reporting, and financial documentation preferred.
• Hospitality, country club, restaurant, event, or service-industry experience is a plus.
• Equivalent combinations of education, training, and relevant experience will be considered.

Skills and Attributes

• Strong organization and attention to detail
• Dependable follow-through and ability to take initiative
• Working knowledge of bookkeeping and accounts payable practices
• Ability to identify discrepancies and maintain accurate records
• Professional written and verbal communication
• Ability to manage competing priorities and meet deadlines
• Sound judgment when handling confidential information
• Proficiency with Microsoft Office, particularly Excel
• Clubessential experience preferred, but not required

Schedule & Employment Type

Full-time, in-office position in Charleston, West Virginia. Generally 40 hours per week with a salary range of $40,000–$50,000, depending on experience.

Why Join Edgewood?

This is an opportunity to help strengthen the daily organization and financial processes of an established private club. The Office Manager/Bookkeeper will work directly with the General Manager, have meaningful responsibility for keeping office priorities on track, and play an important role in supporting efficient Club operations and exceptional member service.

Edgewood Country Club is an equal opportunity employer and considers qualified applicants without regard to characteristics protected by applicable law.