Job Summary:
The Group Billing Coordinator is responsible for the accurate, timely, and professional handling of group billing activity for an integrated luxury resort with a heavy emphasis on group events, meetings, conferences, banquets, and resort-wide experiences. This position partners closely with Accounting, Sales, Catering, Conference Services, Front Office, Reservations, Food & Beverage, and other operating departments to ensure group billing instructions are properly established, charges are accurately routed and reconciled, invoices are prepared in accordance with contractual terms, and outstanding balances are followed up on in a timely manner. The role requires strong attention to detail, excellent communication skills, discretion with guest and client information, and the ability to manage multiple group accounts in a fast-paced hospitality environment.
Primary Responsibilities:
- Manage the group billing process from pre-arrival through final invoicing and collection follow-up.
- Review group contracts, banquet event orders, resumes, rooming lists, billing instructions, and concession details to ensure billing accuracy.
- Set up, audit, and maintain group master accounts, routing instructions, direct bill arrangements, deposits, tax-exempt documentation, and approved payment methods.
- Partner with Sales, Catering, Conference Services, Reservations, Front Office, Banquets, Food & Beverage, and other resort departments to confirm charges are posted to the correct group folios.
- Attend resume, pre-convention, and group review meetings as needed to confirm billing arrangements and identify potential billing concerns before guest arrival.
- Review daily group activity, postings, concessions, deposits, rebates, commissions, attrition, cancellation charges, banquet checks, and miscellaneous charges for accuracy.
- Prepare, reconcile, and distribute group invoices with proper supporting documentation and required departmental approvals.
- Respond to client billing questions, research disputes, coordinate revisions, and communicate professionally with internal and external stakeholders.
- Monitor advance deposit schedules, outstanding balances, and aging reports; assist with timely follow-up on unpaid invoices and past-due group accounts.
- Maintain complete and organized group billing files, including contracts, billing checklists, approvals, correspondence, backup documentation, and collection notes.
- Assist with month-end close activities related to group billing, accounts receivable, accruals, adjustments, and reporting.
- Maintain working knowledge of resort operations, including rooms, group events, banquets, catering, food & beverage outlets, recreation, retail, and other revenue-generating departments.
- Handle confidential financial, guest, and client information in accordance with company policy and accounting standards.
- Perform general accounts receivable and accounting support tasks as assigned by the Staff Accountant - A/R or Finance leadership.
This job description in no way states or implies that these are the only duties to be performed by the associate occupying this position. Associates will be required to perform any other job-related duties assigned by their
supervisor. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.
Physical Requirements:
- Ability to sit at a desk and work on a computer for extended periods (up to 8 hours per day).
- Frequent use of hands and fingers for typing, filing, and handling paperwork.
- Occasional standing, walking, bending, reaching, and lifting up to 25 pounds.
- Ability to push, pull, and grasp items as needed in a typical office environment.
- Visual acuity to read and interpret financial documents and computer screens.
Qualifications, Education, Experience, Skills, and Abilities:
- High School Diploma or GED equivalent required; associate degree in Accounting, Hospitality, Business Administration, or related field preferred.
- Minimum of two years of experience working in a hotel property management system such as Opera, LMS, or a comparable hospitality system required.
- Prior hotel, resort, group billing, accounts receivable, front office, reservations, catering, or conference services experience preferred.
- Opera experience is strongly preferred.
- Experience reviewing group contracts, billing instructions, master accounts, routing, deposits, concessions, tax-exempt documentation, and banquet or event charges preferred.
- Strong attention to detail with the ability to research discrepancies, reconcile accounts, and meet billing deadlines accurately.
- Excellent written and verbal communication skills with the ability to interact professionally with clients, guests, vendors, associates, and management.
- Ability to manage multiple group accounts, prioritize competing deadlines, and work effectively in a fast-paced luxury resort environment.
- Proficiency in Microsoft Office, including Excel, Outlook, and Word; experience with accounting software preferred.
The World Equestrian Center is managed by Columbus Hospitality Management, a company committed to providing quality service and memorable guest experiences in a positive and welcoming work environment. We are focused on supporting the needs of our team through our commitment to the family/work life balance and by providing development opportunities.
We are proud to be a Drug Free Workplace/EOE. All applicants will be required to submit to a background check prior to employment.
Our total compensation package includes medical, dental, vision, paid life insurance policy, 401K, Paid Time Off, dining & travel discounts, special offers from our business partners, discount programs, and so much more.
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.
