HOBBS COUNTRY CLUB

Controller / Office Manager Position Summary Hobbs Country Club is seeking an experienced, hands-on Controller / Office Manager to oversee the Club's accounting, financial reporting, payroll, accounts payable and receivable, cash-flow management, budgeting, and financial compliance functions. The ideal candidate will have strong accounting experience, excellent organizational and analytical skills, advanced Excel capabilities, and the ability to work independently while collaborating effectively with department managers, the Board of Directors, outside CPA and accounting professionals, vendors, and Club members. This position requires a high level of accuracy, confidentiality, accountability, and attention to detail, as well as strong customer service and communication skills. Essential Responsibilities Accounting & Financial Management

• Manage the day-to-day accounting operations of Hobbs Country Club, including accounts payable, accounts receivable, chart of accounts maintenance, bank and account reconciliations, general ledger management, journal entries, and recurring month-end entries.
• Pick up and process mail twice weekly.
• Post invoices and payments in a timely manner.
• Export prior-day transactions from Prophet.
• Reconcile Prophet/Fullsteam funding, including the required two-day lag.
• Maintain accurate and timely financial records.
• Prepare and monitor cash-flow projections and payment schedules.
• Manage payment timing to optimize cash flow.
• Monitor discounts taken by the Pro Shop based on cash-flow considerations.
• Prepare credit card reconciliations and process vendor online payments.
• Coordinate accounting-related matters with the Club's outside CPA firm and accounting consultant. Payroll & Compliance
• Oversee the complete bi-weekly payroll process.
• Review Prophet payroll detail reports for clock-in/clock-out discrepancies and ensure corrections are made.
• Submit direct-deposit payroll files to Lea County State Bank by the required Monday 3:00 PM deadline.
• Review overtime and labor reports.
• Verify labor costs by department.
• Monitor payroll compliance with applicable federal and state requirements.
• Prepare and submit payroll tax and employment-related filings, including EFTPS payroll tax deposits, New Mexico Taxation and Revenue Department filings, Workers' Compensation fees, Workforce Solutions unemployment insurance filings, quarterly payroll reconciliations, annual payroll reporting, W-2s, and 1099s.
• Maintain accurate PTO records and perform PTO reconciliations.
• Process new employee information in Prophet and QuickBooks.
• Maintain accurate employee receivables and post employee-related charges from the Prophet AR Aging Report. Inventory & Operations
• Reconcile monthly inventory balances for the Pro Shop, Lounge, and Kitchen.
• Coordinate with department managers to obtain inventory reports on the first day of each month.
• Reconcile inventory counts to the month-end Balance Sheet and record required journal entries.
• Monitor operational financial data and identify discrepancies or trends requiring management attention. Accounts Payable, Billing & Collections
• Supervise the accounts payable process and ensure invoices are properly approved, recorded, and paid.
• Oversee customer billing, account discrepancies, and collections.
• Generate monthly customer statements on the first day of each month.
• Process monthly credit card charges within three to four days of the beginning of each month.
• Maintain accurate customer account records and provide professional assistance to Club members regarding billing and account questions. Financial Reporting & Analysis
• Prepare accurate weekly and monthly financial reports for presentation to the Board of Directors.
• Develop and analyze financial reports, including Cash Burn, Income by Class, and Labor vs. Income for Lounge and Dining operations.
• Analyze financial performance and provide recommendations to management and the Board.
• Assist department managers in developing and monitoring departmental budgets.
• Identify financial trends, variances, and potential areas of concern.
• Ensure all financial reporting is accurate, timely, and consistent with established accounting practices. Contracts, Capital Projects & Restricted Funds
• Review vendor and customer contracts from a financial and accounting perspective.
• Track capital expenditures and capital project spending.
• Monitor renovation budgets and project-related expenses.
• Prepare capital project financial reports for the Board of Directors.
• Reconcile contractor invoices against approved project budgets.
• Maintain accurate accounting for restricted donations and ensure restricted funds are tracked separately from operating funds. Board & Management Support
• Attend Board of Directors meetings as required.
• Respond to financial questions and requests from the Board.
• Provide financial analysis and recommendations regarding the Club's financial strategy.
• Assist Board committees with financial information, reports, and analysis.
• Work closely with department managers to support sound financial decision-making and budget management. Technology & Accounting Systems
• Demonstrate intermediate to advanced proficiency in Microsoft Excel, including formulas, functions, spreadsheets, and financial analysis tools.
• Demonstrate proficiency with accounting software, preferably QuickBooks.
• Experience with point-of-sale systems is strongly preferred, particularly Prophet.
• Maintain accurate data entry and financial records across all applicable systems. Customer Service
• Provide professional, courteous, and responsive customer service when communicating with Hobbs Country Club members.
• Maintain confidentiality and professionalism when handling sensitive financial, payroll, employee, vendor, and member information.
• Establish positive working relationships with Club employees, management, vendors, Board members, members, and outside professional advisors. Qualifications
• Minimum of five years of progressive accounting, Controller, or Office Manager experience; more than five years is preferred.
• Strong understanding of accounting principles and financial reporting.
• Experience managing accounts payable, accounts receivable, payroll, reconciliations, budgeting, and general ledger functions.
• Experience with accounting and point-of-sale software preferred.
• Intermediate to advanced Microsoft Excel skills.
• Strong analytical, organizational, and problem-solving abilities.
• Exceptional attention to detail and accuracy.
• Ability to manage multiple priorities and meet strict deadlines.
• Strong written and verbal communication skills.
• Ability to work independently and exercise sound professional judgment.
• Experience working with Boards of Directors, committees, CPA firms, or outside accounting consultants is preferred.
• Strong customer service skills and a professional demeanor are required.

Schedule This is a full-time position, generally scheduled Monday through Friday from 8:00 AM to 5:00 PM. During payroll weeks, the position will require a Monday-Friday schedule to accommodate the bi-weekly payroll process and associated deadlines. During non-payroll weeks, the regular schedule may be Tuesday-Friday, 8:00 AM-5:00 PM, depending on the needs of the Club and the qualifications and experience of the selected candidate. Attendance at occasional Board meetings or other Club meetings outside of regular business hours may be required. Position Expectations The successful candidate will be a highly organized, detail-oriented financial professional who takes ownership of the Club's accounting operations and is comfortable working in a hands-on environment. The Controller will be expected to maintain accurate financial records, meet all reporting and compliance deadlines, proactively identify financial issues, and provide management and the Board with reliable financial information to support informed decision-making.

Pay:

$25.00 - $35.00 per hour Expected hours: 40.0 per week

Benefits:

Employee discount Paid sick time Paid time off

Work Location:

In person