Student Event Billing Specialist

Colorado Mesa University; United States; On-site; USD 17,000 - 25,000; Full time

Job summary

Colorado Mesa University seeks a Student Event Billing Assistant to support the Event & Hospitality Services team with the financial and administrative processes for external events. You will prepare invoices, track payments, maintain billing records, and ensure charges are processed on time.

This role uses 25Live, CaterTrax, Microsoft Excel, and CMU billing records, offering hands-on experience in event operations, hospitality, accounts receivable, and related administrative functions.

Qualifications

• Current Colorado Mesa University student in good academic standing.
• Strong attention to detail and accuracy.
• Comfortable working with numbers and financial information.
• Strong organizational and time-management skills.
• Ability to manage multiple events, invoices, and deadlines simultaneously.
• Professional written and verbal communication skills.
• Ability to work independently while knowing when to escalate.
• Basic experience with Microsoft Excel or willingness to learn.

Responsibilities

• Review event information in 25Live to confirm event dates, locations, rental rates, and applicable charges.
• Use CaterTrax to review event orders, catering charges, payments, and client billing information.
• Create and prepare invoices for external events based on contracted venue rentals, catering charges, additional event fees, and post-event charges.
• Maintain billing and payment tracking spreadsheets in Microsoft Excel.
• Track outstanding balances and upcoming payment deadlines.
• Record and track the receipt of checks, credit card payments, and other approved payment methods.
• Verify that payments have been received and applied to the correct event/client.
• Maintain accurate documentation for deposits, final payments, post-event charges, and outstanding balances.
• Communicate billing updates and discrepancies to the External Events Manager.
• Assist with client billing follow-up as directed by the External Events Manager.
• Maintain confidentiality when handling client contact information, financial information, and payment documentation.
• Support other Event & Hospitality Services administrative and billing projects as assigned.

Skills

Detail orientation

Numerical aptitude

Organizational skills

Time management

Multitasking

Professional communication

Independent working

Confidential information handling

Education

Current CMU student in good standing

Tools

Microsoft Excel

25Live

CaterTrax

Job description

Colorado Mesa University seeks a Student Event Billing Assistant to support the Event & Hospitality Services team with the financial and administrative processes for external events. You will prepare invoices, track payments, maintain billing records, and ensure charges are processed on time.

This role uses 25Live, CaterTrax, Microsoft Excel, and CMU billing records, offering hands-on experience in event operations, hospitality, accounts receivable, and related administrative functions.