Club Accountant

Role Purpose

The Club Accountant is responsible for managing the financial operationsof the Ceylon Sports Club, ensuring accurate accounting, strong financialgovernance, compliance with regulatory requirements, including statutoryfilings (CPF, GST, IRAS), bar financial operations and inventory control, andtimely reporting to the Management Committee. The role supports transparency,audit readiness, and financial sustainability of the club.

Key Responsibilities

1. Financial Management &Accounting

• Maintain full set of accounts (General Ledger, AP, AR, Cash & Bank)
• Perform weekly bookkeeping and data entry for all financial transactions
• Prepare monthly financial statements:
• Income & Expenditure
• Balance Sheet
• Cash Flow Report
• Ensure accurate recording of all club transactions (membership, events, sponsorships, rentals, subscriptions)
• Manage accruals, prepayments, and journal entries

2. Payment & ReceivablesManagement

• Process vendor invoices, payments, and reimbursements in line with approval matrix
• Track member subscriptions, event fees, and outstanding receivables
• Follow up on overdue payments
• Reconcile incoming funds (bank transfers, PayNow, cash collections)

3. Bar Financial Management &Inventory Control

Revenue Control

• Track daily bar sales (POS vs cash/card collections)
• Ensure completeness and accuracy of bar revenue recording
• Perform daily/weekly reconciliation of bar collections

Inventory Management

• Maintain bar inventory records (opening stock, purchases, consumption, closing stock)
• Conduct periodic stock counts (weekly/monthly) with independent verification
• Track inventory variances and investigate discrepancies
• Monitor slow-moving, expired, or obsolete stock

Cost Control

• Calculate and monitor:
• Cost of Goods Sold (COGS)
• Gross margin on beverages
• Identify leakage, wastage, or pilferage risks
• Recommend pricing adjustments and margin improvements

Procurement Controls

• Ensure all bar purchases follow approval and vendor controls
• Validate supplier invoices against delivery and stock records
• Maintain approved supplier list

Governance & Compliance

• Implement segregation of duties between:
• Ordering
• Receiving
• Recording
• Ensure audit-ready documentation for:
• Stock movements
• Wastage / breakage logs
• Support surprise checks and internal audits

4. Budgeting & Financial Planning

• Support preparation of annual budgets and forecasts
• Monitor budget vs actual performance
• Highlight variances and recommend corrective actions
• Support funding planning for projects (e.g., facilities upgrades, events)

5. Bank Reconciliation & CashControl

• Perform monthly bank reconciliations
• Maintain strong controls over cash handling, bar collections and petty cash
• Monitor cash flow position and liquidity
• Ensure regular reconciliation of bank statements to prevent discrepancies

6. Compliance & Governance

• Ensure compliance with:
• Club financial policies
• Singapore regulatory requirements
• Audit standards
• Maintain proper documentation for audit purposes
• Support external audits and provide required schedules
• Liaise with government authorities (e.g., CPF Board, IRAS) as required

7. Reporting & Stakeholder Support

• Provide regular financial updates to:
• Treasurer
• Management Committee
• Prepare monthly management accounts for decision-making insights
• Provide bar performance reports, including:
• Sales trends
• Inventory turnover
• Margins
• Prepare finance reports for AGM and committee meetings
• Support sub-committees (sports, events, facilities) with financial insights

8. Systems & Process Improvement

• Maintain accounting and POS integration (if applicable)
• Improve processes for:
• Bar inventory tracking
• Digital payments
• Reporting dashboards
• Maintain accounting systems and records
• Improve financial processes, controls, and SOPs
• Support digitalization (e.g., online payments, reporting dashboards)

9. Project & Event Finance Support

• Track financials for:
• Events & tournaments
• Facility upgrades (e.g., floodlights, safety nets)
• Ensure proper cost allocation and reporting

10. Payroll Processing

• Perform monthly payroll processing
• Ensure accurate salary computation
• Manage CPF submissions and statutory payroll compliance

11. GST & Statutory Compliance

• Prepare and submit quarterly GST filings (if applicable)
• Maintain supporting schedules and documentation
• Ensure compliance with IRAS requirements

12. Expense Management (Enhancement)

• Categorize and monitor expenses accurately
• Ensure proper classification for reporting and audit purposes

Key Deliverables

• Timely monthly financial reports
• Accurate and audit-ready accounts

·       Controlled inventory with minimalvariances

·       Strong audit compliance anddocumentation

·       Improved bar profitability and costcontrol

• Budget adherence and cost control
• Transparent and traceable financial transactions
• Timely statutory submissions (CPF, GST, regulatory filings)

Qualifications &Experience

• Diploma/Degree in Accounting, Finance, or related field
• Minimum 3–5 years of accounting experience (club, F&B, hospitality, or SME preferred)
• Strong understanding of accounting principles and financial reporting
• Experience in inventory and bar/F&B cost control is highly desirable
• Familiarity with accounting/POS systems
• Experience with accounting software (e.g., Xero, QuickBooks, SAP, or similar)

Key Skills

• Strong attention to detail and accuracy
• Financial governance and compliance mindset
• Good numerical and analytical skills
• Proficient in Excel and financial reporting tools
• Good communication skills (written & verbal)
• Ability to work independently and meet deadlines

Preferred Attributes

• Experience in sports clubs, associations, or non-profit organizations
• Exposure to bar or F&B operations
• Familiarity with event-based accounting and sponsorship tracking
• Understanding of audit processes and regulatory frameworks
• Familiarity with Singapore statutory compliance (CPF, GST, IRAS reporting)

Working Arrangement

• Full-time
• On-site presence may be required periodically (e.g., weekly or during audits/events)
• Flexibility required during major events and stock count cycles

Success Metrics

• Timeliness and accuracy of financial reports
• Audit outcomes (clean audit, minimal findings)
• Efficiency of payment and receivables processes
• Budget vs actual performance control
• Accuracy of inventory and bar cost management
• Timeliness of statutory submissions
• Stakeholder satisfaction (Committee/Treasurer)