Accounts Payable Administrator

Harvard Club of New York City • Full-time • New York City Metropolitan Area, US • 1d ago

The Harvard Club of New York City was founded in 1865 by a small group of alumni interested in continuing the fellowship of Cambridge. Within a year, the club grew to 98 members, gathering at Delmonico’s and other rented venues. By the early 1890s, with membership expanding to 600, the need for

a permanent home became clear.

Today, the Harvard Club of NYC stands as an architectural gem with a rich history. It was among the first buildings to be designated a New York City Landmark and is listed on the National Register of Historic Places. Members and alumni take great pride in this iconic building.

The Harvard Club of New York City is your connection to the Harvard community! Members represent all University disciplines and span multiple generations. Situated in the heart of midtown Manhattan, the landmark Clubhouse serves as a central space for business, dining, fitness, overnight accommodations, work, and relaxation. It’s also home to a diverse range of programs and events, including lectures, concerts, art classes, networking opportunities, social gatherings, and holiday celebrations.

Job Overview

We are seeking a detail-oriented and proactive Accounts Payable Administrator to join our finance team. The person in this position will provide support to Controller, CFO and department managers for the review and or research of vendor history and payments. In this vital role, you will oversee the processing of invoices, manage vendor relationships, and ensure timely payments in compliance with company policies and accounting standards. Your expertise will help maintain accurate financial records, support audit readiness, and contribute to the overall efficiency of our financial operations.

Duties

Maintain petty cash and exchange disbursements and file all outgoing disbursements
Monitor all vendor payment agreements to find discounts that can be used to reduce invoice amounts
Responsible for paying all sales tax (use tax) on appropriate invoices and making a note of each tax payment made
Keep track of credits owed to the Club and ensure all credits are properly applied to vendor payments
Reconcile payable reports each month to confirm that all amounts paid were accurately
Maintain Capex payment tracking sheet on a monthly basis, as well as declining purchase orders
Match approved POs with invoices and fulfill invoice approval procedure requirements
Assist with periodic Food & Beverage and other Inventory
Reconcile and process weekly audit visual invoices
Prepare and issue 1099s for all entities
Organize and file vendor invoices and maintain separate files for the current and prior fiscal years.
Provide support for cash receipts, billing and other areas within the department as delegated by the Controller.
In addition to performance of the essential functions, this position may be required to perform a combination of supportive functions, with the percentage of time performing each function to vary depending upon the particular requirements of the Club
Other duties as assigned

Qualifications

Proven experience in accounts payable, bookkeeping, or related accounting roles within a corporate or public accounting environment.
Strong understanding of financial concepts such as double entry bookkeeping, debits & credits, and general ledger accounting.
Proficiency in accounting software, preferably Northstar
Knowledge of Microsoft Excel (intermediate)
Excellent analysis skills combined with attention to detail for account reconciliation and journal entry accuracy.
Ability to perform data entry efficiently using 10 key typing skills while maintaining high accuracy levels.

Education:

Some college but not required

Experience:

Three to five years accounts payable experience preferably in a private Club or Hotel environment

Benefits