Administrative & Bookkeeping Assistant for Non-Profit Retreat Center (Phoenicia)

Tibet House's Menla Retreat & Dewa Spa seeks a highly detail-oriented, self-motivated, and friendly person to work in conjunction with the Directors, Registrar, Sales Manager, Operations Manager, and off-site primary Bookkeeper to ensure the following duties are fulfilled:

Bookkeeping and Financial Support:

- Accounts Payable: promptly pay all vendors, including spa therapists, ensuring we do not overpay/double-pay invoices, incur late payment fees, nor pay sales tax (we are tax exempt) and also that we have W9s on file for all vendors.

> Distribute monthly credit card expense activity reports to credit cardholders to obtain receipts and explanations for each line item. Upload all credit card activity into Quickbooks each month and code with the appropriate general ledger account according to the activity reports received back from cardholders.

> Code all invoices received according to general ledger chart of accounts and enter all bills into Quickbooks Online. Print checks for all bills and mail payments to vendors.

- Accounts Receivable: work with off-site primary Bookkeeper to enter batch income totals from sales software into Quickbooks (off-site Bookkeeper handles bank reconciliations and 990 tax filing)

- Bank Deposits: uploading check deposits electronically to bank and entering sales receipts into Quickbooks Online, matching sales receipts to bank deposits. Close out Front Desk/Spa till on a weekly basis and deposit cash income.

- Prepare monthly profit and loss reports for Menla Operations and the Dewa Spa and work with Directors to project future income/expenses and track monthly departmental income and expenses throughout the year

- Prepare year-end financial reports and work with Directors to track year-over-year progress and project departmental budgets for following year

- Maintaining correspondence with the parent organization and the third-party accounting firm as necessary.

Human Resources:

- Post open job positions online, help vet resumes/screen applicants, check references

- Processing bi-weekly payroll

> Provide new employee paperwork as needed and set up new employees in payroll system.

> Enter payroll hours, wages and deductions for each employee into online accounting software.

> Enter payroll journals into Quickbooks

- Regular filing/maintaining orderly bookkeeping and personnel files

- Exit interviews and employee paperwork regarding terminations, HR meetings, minor complaints

Administrative Support:

- Fill out and submit miscellaneous administrative forms, including insurance renewals, annual Permit to Operate, etc.

- Manage payment deposit schedule for rental groups

- Prepare final invoices for rental groups

- Prepare honoraria invoices for Menla faculty

Qualifications:

- Exceptional organizational skills and attention to detail, effective time management, and good communication skills

- Ability to quickly learn web-based technology: specifically, Excel, Quickbooks Online, Retreat Guru booking software, and Mindbody.

- At least 2 year of experience in either an accounting or bookkeeping position and at least two years of higher education with a concentration in accounting and business, ideally a four year Business or Accounting Degree

- Previous experience with Intuit Quickbooks accounting software is preferred, ideally Quickbooks Online.

- Experience with light IT troubleshooting a plus.

Must be available up to 4 days/wk. This position is year-round.

Serious inquiries only please.

Compensation:

- $17-20/hr DOE

- Free healthy organic shift meals when guest buffet is open

- Share of staff tips

- Steep discounts on spa services and gift shop items

- Free attendance of Menla-sponsored retreat classes