Group Wholesale Billing Coordinator

Group Wholesale Billing Coordinator

Requirements

• High School Diploma or equivalent
• At least three-years’ experience in the hospitality industry with good knowledge of group reservations and group billing

Responsibilities

• Attends resume meetings as the onsite representative for group billing
• Attends pre-cons as the onsite representative for group billing to review and confirm billing instructions and routing set up in Opera for all attendee reservations is accurate
• Monitors daily reporting – in-house guest lists and no-show reports, cancellations
• Verifies attrition and cancellation calculations by Revenue Management
• Verifies Rooms, F&B and A/V concessions, discounts, and rebates are appropriately applied
• Researches and corrects billing issues within 5 days of group departure
• Corrects reservation routing of individual attendees’ charges while group is in house or within 3 days of departure
• Sends credit card links to collect additional deposits required while group is onsite or within 24 hours of arrival
• Reconciles daily banquet checks against Point of Sale / Property Management System postings
• Audits billing ensuring accuracy prior to sending invoice to client
• Performs on-site billing review with clients
• Partners with Meetings and Events to ensure estimated spend is accurately calculated and required advance deposits are invoiced in accordance with contractual terms
• Monitors collection of past due deposits and receivables in partnership with FSC Group Credit Coordinator
• Provides property support as needed to FSC for group commission payments
• Scans backup to FSC for charges posted locally; answers questions or disputes, provides missing information
• Processes invoices from third party vendors for payment & ensures charges to the client are posted to the master folio
• Verifies that PM accounts and Billing Checklists are established 45 days prior to group arrival
• Arranges for cash paid outs as required by clients
• Ensures invoice is formatted in accordance with client’s expectations by ensuring the accurate routing of charges to multiple folios as requested by the client
• Acts as liaison between client and FSC ensuring that billing information is complete and accurate
• Acts as the direct point of contact with the client to resolve all billing disputes
• Complies with all Standard Operating Procedures (“SOPs”, Met Forms, SOX Controls, Compliance Self-Assessment Controls) and Internal Controls
• Monitors “open folio” report to resolution and trains Front Office staff on handling of open folios
• Attends monthly hotel credit meetings
• Ability to perform “Physical Requirements” and “Mental Effort Requirements” as explained below
• Advises FSC of any late charges posted after Posting Master is closed via the Sales and Catering system Chatter function (if applicable)
• Ensures all tasks on Property Group Billing Checklist are completed by correlating departments prior to turning over to FSC / sending invoice to client
• Other duties as assigned

Preferred Qualifications

• Hotel Accounting or Front Office experience preferred
• Contract knowledge
• Opera knowledge