Financial & Internal Controller
Job Description

Job Summary
The Financial & Internal Controller holds a dual mandate in the club: maintaining the accuracy and integrity of all financial records, and independently auditing the operational and commercial activity of the business to ensure compliance, consistency, and accountability across all departments.
This is not a passive record-keeping role. The Financial & Internal Controller is expected to proactively identify financial irregularities, operational gaps, and process deviations — then document, escalate, and follow up until they are resolved. The role requires equal parts financial discipline and investigative rigour.
Working closely with the operations, administration, and management teams, this role acts as an internal safeguard — ensuring that what happens on the floor, at the point of sale, and across all systems is accurately reflected in the books and aligned with the company's policies.

I. Financial Control & Bookkeeping
Purchase Order & Invoice Management
• Review and verify Purchase Orders (POs) created by the operations team to ensure they are complete, accurate, and properly documented before any goods are received.
• Cross-check Purchase Invoices (PIs) against their corresponding POs to confirm quantities, prices, and supplier details match.
• Ensure each PI is correctly allocated to the appropriate account or cost centre within the system based on the nature of the order.
• Flag and escalate any discrepancies between a PO and PI before payment is processed — no invoice should be paid without verified matching.
• Maintain a clean and auditable record of all POs, PIs, and their allocation status.
Account Allocation & Transaction Recording
• Allocate all financial transactions — incoming and outgoing — to the correct accounts within the system.
• Ensure all payments received are accurately matched to the right membership, service, or product category.
• Identify and correct misallocated transactions identified through daily or periodic reviews.
• Maintain consistency in how transactions are categorized to ensure reporting accuracy over time.
Inventory Cost Tracking
• Track the cost of inventory items from purchase through to consumption or sale.
• Monitor the lifecycle of key inventory items — identifying ordering patterns, cost trends, and consumption rates.
• Highlight items with unusual cost patterns, high waste rates, or low turnover and bring them to management's attention.
• Ensure physical stock counts align with system records and cost data in coordination with the operations team.
Financial Records & Reporting
• Maintain up-to-date and accurate financial records across the system and supporting tools.
• Prepare periodic summaries of income, expenses, and inventory costs as requested by management.
• Ensure all financial documentation — invoices, receipts, payment records — is properly filed and retrievable at any time.
• Support management with ad-hoc financial data requests, reconciliation tasks, and cost analysis.

II. Internal Audit & Control
Sales Pipeline Audit
• Conduct regular reviews of the sales pipeline to verify that all leads, prospects, and conversions are accurately logged and progressing as expected.
• Identify gaps, stalled entries, or unresolved leads that have not been followed up within the expected timeframe.
• Cross-reference pipeline activity with actual membership sales to detect any discrepancies between what was sold and what was recorded.
• Flag patterns of non-compliance or incomplete sales documentation to management with supporting evidence.
Transaction & POS Audit
• Review point-of-sale transactions on a regular basis to verify that all sales, discounts, voids, and refunds were authorized and correctly applied.
• Identify and investigate any irregular discounting patterns, unauthorized price overrides, or transactions that deviate from standard operating procedure.
• Verify that cash and digital payment records reconcile with the physical and system-level cash handover reports.
• Ensure all transactions — memberships, PT sessions, cafeteria sales, and add-ons — are accurately reflected in both the system and the financial records.
Administration Task Audit
• Periodically review administration tasks completed within the system to verify that procedures were followed correctly and completely.
• Check that member requests, cases, and operational actions were handled in accordance with established SOPs — not just that they were closed, but that they were handled correctly.
• Identify instances where tasks were skipped, incorrectly completed, or improperly documented and escalate with full context.
• Review staff attendance records and payroll inputs for accuracy and flag any anomalies or patterns that require investigation.
Operational Compliance Review
• Conduct periodic audits of key operational areas — including purchasing, inventory, cash handling, and mem