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FINANCE OFFICE COORDINATOR - HOAG CHARITY SPORTS

42 days ago: Hoag Memorial Hospital Presbyterian

Job Description



Specific Functions:

• Manages all internal ticket sales to the general public, including;

o Phone/mail orders

o “E-Commerce” online orders with tournament partner.

o Ticket outlet programs, including consignment and reconciliation/accounting,

• Manages finance committee and finance office on site at Tournament.

• Manages all accounts payable including but not limited to;

o Processes payments by coding to correct line item expense, produces check request forms, and obtains director’s signature for payment approval on all invoices.

o Posts incoming invoices accurately to computer accounting system.

o Maintain and update paper filing system and new electronic filing system.

o Maintains communication and coordinates payables with hospital accounts payable department.

o Processes weekly purchase card (PCard) spreadsheets sent by corporate by collecting all receipts, coding to correct line item and receiving director’s approval of charges and coding then return to corporate.

• Manages all accounts receivables and revenues, including;

o Invoicing sponsors and posts invoices into Quickbooks to correct account numbers.

o Deposits all checks and cash payments for sponsorships, tickets and other revenue sources, while keeping accurate records.

o Oversees, tracks and properly records any electronic revenues, such as ticket sales, volunteer fees and others as needed.

o Distributes all revenue records/deposit forms and invoicing to corporate accounting.

o Tracks payments to ensure timely receipt from sponsors, and contacts sponsors for payments when delinquent.

• Provides timely and updated financial information to ED on a weekly basis, including expense details, P&L statements and accounts receivable information

• Ensures all monthly financial information has been given to corporate accounting including all bank deposits/credit card receipts, pcard coding, sponsor invoicing, and accounts payable invoices by the fourth business day following the end of the month.

• Sends tax acknowledgment letters to all individual donors, and to corporate donors who request tax verification letters.

• Management of all general office functions, including but not limited to the following:

o Database Management / Contact Lists

o Volunteers, Sponsors & Ticket Purchasers

o Office Equipment & Services

 Computers / Copiers / Printers & Scanners

 Telephones / Internet & Email

 Office Supplies / Shipping /Receiving (FedEx, UPS) & Mail (USPS)

• Serves as an assistant to the Executive Director and other tournament office staff in scheduling & planning meetings for the following groups:

o Board of Directors, Advisory Council, Sponsors, Vendors and Volunteer Committee

• Assists Tournament Business Manager with management of staff, sponsor and professional player travel including airfare, hotel accommodations and car reservations.

• Coordination of Hoag Human Resources employee documents including staff expense reports, Paid Time-Off (PTO) requests and staff payroll logs.

• General receptionist

o Answers incoming telephone calls to tournament office

o Takes messages and/or transfers calls to voicemail

o Greet and welcome visitors to Tournament Office

• Oversight of Tournament Office volunteer committee

Qualifications & Skills

Required:

• Superior computer skills, including Microsoft Office WORD, EXCEL, ACCESS, , as well as Quickbooks.

• One Year minimal background in bookkeeping or financial management.

• Event management experience is a benefit.

Specific Functions:• Manages all internal ticket sales to the general public, including;o Phone/mail orderso “E-Commerce” online orders with tournament partner.o Ticket outlet programs, including consignment and reconciliation/accounting, • Manages finance committee and finance office on site at Tournament. • Manages all accounts payable including but not limited to;o Processes payments by coding to correct line item expense, produces check request forms, and obtains director’s signature for payment approval on all invoices.o Posts incoming invoices accurately to computer accounting system.o Maintain and update paper filing system and new electronic filing system.o Maintains communication and coordinates payables with hospital accounts payable department.o Processes weekly purchase...