Staff Accountant

Billing Specialist

Shanty Creek Resort is committed to delivering a distinctive "Up North" experience for every guest. Our friendly and caring team provides exceptional service and genuine hospitality. We believe that honest, long-lasting relationships with our guests, employees, neighbors, and surrounding environment are essential to sustaining and growing our business.

The Billing Specialist is primarily responsible for preparing, reviewing, and distributing accurate and timely invoices for Shanty Creek Resort's hotel, group, conference, event, club, timeshare, and other customer accounts. This position works closely with departments throughout the resort to confirm charges, deposits, billing arrangements, contractual terms, and supporting documentation.

The Billing Specialist also assists the Accounting Department with accounts receivable activities, including payment application, customer account research, aging follow-up, reconciliations, and collection support. Success in this role requires accuracy, organization, follow-through, and a service-oriented approach when working with guests, customers, employees, managers, and outside business partners.

Billing

• Prepare and distribute accurate and timely invoices for hotel, group, conference, event, club, timeshare, and other resort accounts.
• Review contracts, banquet event orders, hotel folios, group master accounts, deposits, routing instructions, and supporting documentation before invoices are issued.
• Verify that room charges, food and beverage charges, resort fees, taxes, service charges, credits, deposits, and other account activity are accurately billed.
• Confirm billing arrangements, payment terms, direct-bill authorizations, tax-exempt documentation, and customer contact information.
• Identify missing, incomplete, or inconsistent billing information and follow up with the appropriate department.
• Coordinate with Sales, Conference Services, Reservations, Front Desk, Food and Beverage, Golf, and other resort departments to resolve billing discrepancies.
• Prepare final group and event billing within established timelines.
• Process approved billing corrections, credits, transfers, and adjustments.
• Maintain accurate customer profiles, billing instructions, and supporting documentation.
• Respond professionally to customer questions regarding invoices, folios, charges, deposits, and account balances.
• Maintain organized electronic and paper billing records in accordance with accounting and record-retention requirements.
• Help ensure that resort revenue is completely and accurately documented and billed.

Accounts Receivable Support

• Assist with posting customer payments, deposits, credits, and approved account adjustments.
• Help research unapplied payments, overpayments, billing discrepancies, disputed charges, and outstanding balances.
• Assist with preparing and distributing customer statements and account summaries.
• Support follow-up on past-due balances in accordance with established collection procedures.
• Document customer communications, disputed items, payment commitments, and collection activity.
• Assist with maintaining accurate customer and direct-bill account records.
• Support the review of accounts receivable aging reports.
• Escalate delinquent accounts, unresolved billing disputes, and collection concerns to the appropriate Accounting Department leader.
• Assist with credit-card research, chargebacks, refunds, and payment inquiries.
• Provide customers with invoice copies and other supporting documentation as requested.

Reconciliations and Reporting

• Assist with reconciling billing activity between Maestro, Sage Intacct, and supporting reports or documentation.
• Compare hotel folios, group master accounts, deposits, invoices, and payment records to identify discrepancies.
• Support the reconciliation of accounts receivable balances and related general ledger accounts.
• Research discrepancies and work with Accounting team members and operating departments to resolve them.
• Prepare recurring billing and accounts receivable reports as assigned.
• Maintain spreadsheets and schedules used for billing, account tracking, collections, and financial reporting.
• Assist with month-end and year-end closing activities related to billing and accounts receivable.
• Provide billing documentation for internal reviews, external audits, and financial-reporting requests.

Accounting Administrative Support

• Provide administrative and transactional support to the Controller and Accounting Department.
• Organize, scan, file, and retain invoices, customer records, and other accounting documentation.
• Assist with correspondence, data entry, account research, report preparation, and special projects.
• Respond to routine billing and accounting questions and direct other inquiries to the appropriate team member.
• Help maintain billing procedures, recurring deadlines, account notes, and document-retention schedules.
• Cross-train in related Accounting Department responsibilities and provide coverage during employee absences or high-volume periods.
• Perform other billing, accounts receivable, and administrative duties as assigned by the Controller or designated supervisor.

Communication and Collaboration

• Communicate professionally with guests, customers, employees, managers, and outside business partners.
• Work collaboratively with resort departments to obtain complete and accurate billing information.
• Provide responsive, service-oriented assistance while maintaining appropriate accounting controls.
• Follow up consistently on missing documentation, disputed charges, incomplete information, and outstanding balances.
• Communicate billing discrepancies, missed deadlines, and unresolved account concerns to the appropriate Accounting Department leader.
• Maintain the confidentiality of guest, customer, employee, vendor, and financial information.

Minimum Qualifications

• High school diploma or equivalent.
• Previous experience in billing, hotel operations, accounts receivable, bookkeeping, accounting, or administrative support.
• Basic proficiency with Microsoft Excel, Outlook, and other Microsoft Office applications.
• Ability to accurately enter, review, and maintain detailed billing and customer information.
• Strong attention to detail and organizational skills.
• Ability to manage multiple accounts, responsibilities, and deadlines.
• Ability to research discrepancies and follow issues through resolution.
• Effective written and verbal communication skills.
• Ability to handle confidential and sensitive information appropriately.
• Ability to work independently while contributing to a collaborative team environment.

Preferred Qualifications

• Associate degree, certificate, or coursework in accounting, finance, hospitality, business administration, or a related field.
• One to two years of billing, hotel accounting, accounts receivable, bookkeeping, or related experience.
• Previous experience with hotel, resort, group, conference, or event billing.
• Experience using Maestro Property Management System.
• Experience using Sage Intacct or another accounting software platform.
• Experience reconciling billing activity between a property-management system and accounting software.
• Experience with group master accounts, hotel folios, direct billing, deposits, payment application, and customer statements.
• Intermediate Microsoft Excel skills.
• Experience working in a resort, hospitality, timeshare, or multi-department organization.

Knowledge, Skills, and Abilities

• Strong attention to accuracy and detail.
• Excellent organizational and time-management skills.
• Ability to prioritize work and meet billing deadlines.
• Ability to review detailed account activity and identify discrepancies.
• Strong follow-through and commitment to resolving outstanding issues.
• Professional and diplomatic approach to customer billing conversations.
• Ability to explain invoices and account activity clearly.
• Ability to learn and work effectively across multiple systems.
• Ability to adapt as departmental priorities and operational needs change.
• Professional judgment and respect for confidentiality.
• Dependable and consistent attendance.
• Commitment to teamwork, service, and the overall success of Shanty Creek Resort.

Our Commitment

Shanty Creek Resort is an equal opportunity employer. We are committed to creating a welcoming workplace and providing equal employment opportunities to all qualified applicants and employees.