Group Billing Coordinator

the World Equestrian Center; Ocala (FL); On-site; USD 40,000 - 55,000; Full time

Job summary

The World Equestrian Center is seeking a Group Billing Coordinator to oversee billing operations for events. This role requires excellent customer service skills and 2-3 years of experience in billing, preferably in the hospitality industry. The coordinator will work with banquet and sales teams to ensure accurate invoicing and account management, contributing to memorable guest experiences.

Qualifications

• 2-3 years experience in billings and collection in the hospitality industry.
• Strong communication skills and highly organized.
• Working knowledge of manual and automated accounting systems.

Responsibilities

• Work directly with banquet and sales teams to maintain accounts receivable.
• Ensure customers are billed correctly for contracted services.
• Monitor and maintain advance deposit schedules.

Skills

Customer service skills

Communication skills

Organizational skills

Multi-tasking

Education

Bachelor’s degree or equivalent experience

Tools

Intermediate Excel

Job description

The World Equestrian Center,located in Ocala Florida is seeking aGroup Billing Coordinatorto join our team.

Ideal candidates must have excellent customer service skills, experience in food and beverage services, barista, retail, and a desire to provide great experience for our guests.

PrimaryResponsibilities:

• Work directly with the banquet and sales teams to maintain accounts receivable on all events occurring at the World Equestrian Center.
• Ensure customers are billed correctly for contracted services.
• Monitor, update, and maintain an advance deposit schedule to ensure event deposits are being made in accordance with the event contract.
• Daily, reconcile all Banquet Event Orders (BEO’s) to the sales systems of record of both Opera and Micros, and work directly with the sales and banquet teams to resolve discrepancies.
• Review all BEO’s for upcoming events with the banquet team to ensure BEO’s are accurate, and ensure corrections of any discrepancies are made to BEO’s prior to the event occurring.
• Participate in the pre-con meeting with the sales team and the customer holding the event.
• Work directly with the sales and banquet teams to ensure all day-of changes (consumption bars, increase in services, etc.) are reflected in the Master Account and BEO’s are updated accordingly.
• Meet with customers on the final day of the event to gain an understanding of services provided, issues encountered and provide an estimated final invoice.
• Issue final invoices within three days of the last day of the event.
• Work with the sales team and customer to resolve and disagreements/issues with the final bill the customer may have.
• Communicate with customers to answer questions and request payment of outstanding balance in a firm, yet considerate manner.
• Keep accurate records for each event.

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:

These physical demands represent the physical requirements necessary for an associate to successfully perform the essential functions of this position. Reasonable accommodation can be made to enable individuals with disabilities to perform the described essential functions of this position.

• Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity.
• Talking and hearing occur continuously in the process of communicating with customers, guests, and supervisors.
• Vision occurs continuously with the most common visual functions being those of near vision and depth perception.
• Require manual dexterity to use and operate all necessary equipment.
• Must have finger dexterity to be able to operate standard office equipment, including but not limited to computer keyboards, telephones and copying machines

Qualifications, Education, Experience, Skills and Abilities

• Bachelor’s degree or equivalent experience
• 2-3 years experience in billings and collection in the hospitality industry
• Strong communication skills
• Highly organized and able to multi-task
• Working knowledge of manual and automated accounting systems, preferable in the hospitality industry. Intermediate Excel

The World Equestrian Centeris managed byColumbus 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 a background check prior to employment.