Sales and Billing Coordinator

Full-time

Description

CASCADE HOTEL KANSAS CITY
SALES & BILLING COORDINATOR 

Join the team at Cascade Hotel Kansas City, a Marriott Tribute Portfolio Hotel located in the heart of the Country Club Plaza. Featuring 177 luxury guest rooms, over 15,000 square feet of event space, signature dining experiences, and a vibrant rooftop venue, Cascade Hotel delivers exceptional hospitality through personalized service, thoughtful experiences, and a commitment to excellence. 

We believe exceptional guest experiences begin with exceptional associates. If you are passionate about hospitality, service, and creating memorable moments, we'd love to hear from you. 

We are seeking a Sales & Billing Coordinator to join our team. This position serves as a critical administrative resource supporting the Sales, Reservations, Group Housing, and Accounting functions of the hotel. The role is responsible for managing group room blocks, coordinating client housing requirements, processing deposits and billing documentation, supporting sales initiatives, and ensuring accurate communication between clients and hotel departments. Success in this position requires exceptional organization, attention to detail, customer service skills, and the ability to manage multiple priorities in a fast-paced hospitality environment. 

Position Summary 

The Sales & Billing Coordinator supports revenue-generating departments by providing administrative, reservation, housing, and billing support throughout the lifecycle of group and business travel bookings. This position acts as a liaison between clients and hotel departments, helping ensure a seamless experience from contract execution through group departure and final billing processes. 

Key Responsibilities 

• Support the Sales team by managing inbound inquiries, routing leads, creating opportunities within CI/TY, and preparing sales-related documentation.
• Create and maintain turnover files, contracts, proposals, reports, and other administrative documents supporting the sales process.
• Manage group room blocks, rooming lists, reservations, Marriott ResLinks, and mini-hotel codes from contract turnover through group cutoff dates.
• Monitor group pickup, reservation pace, room block utilization, and communicate updates to internal stakeholders.
• Process reservation modifications, cancellations, rooming lists, and special guest requests while maintaining accurate records in hotel systems.
• Serve as the primary point of contact for clients regarding group housing, reservation requirements, and room block management.
• Process advance deposits, payment authorizations, billing documentation, and group payment requirements in accordance with hotel policies.
• Administer Marriott Bonvoy group postings, commission processing, and related reporting requirements.
• Prepare group resumes, rooms-only event documentation, and operational communication for hotel departments.
• Coordinate information between Sales, Front Office, Housekeeping, Catering, and Accounting to support successful group execution.
• Generate reports supporting forecasting, sales strategy, group pickup analysis, and operational planning.
• Maintain confidentiality of guest, client, and company information.
• Provide exceptional service to clients, guests, and internal team members.
• Perform additional duties as assigned. 

Qualifications 

Required: 

• High school diploma or equivalent.
• Minimum one year of administrative, hospitality, sales support, reservations, or related experience.
• Strong organizational, communication, and customer service skills.
• Proficiency with Microsoft Office, including Outlook, Excel, and Word.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail. 

Preferred: 

• Previous hotel sales, group housing, reservations, conference services, or accounting support experience.
• Experience with CI/TY, Marriott systems, LightSpeed PMS, MARSHA, Sertifi, or similar hospitality platforms.
• Experience supporting citywide bookings, convention business, or destination marketing initiatives.
• Associate's or Bachelor's degree in Hospitality, Business, Sales, Marketing, or a related field. 

Schedule Requirements

• Primarily Monday through Friday business hours, with flexibility required based on business needs.
• Must be available to work occasional evenings, weekends, and holidays as required.
• Regular attendance and punctuality are essential functions of the position.
• The hotel operates 24 hours a day, 7 days a week. 

Benefits 

Eligible associates may enjoy: 

• Medical, dental, and vision insurance
• Life insurance and voluntary benefits
• Paid Time Off (PTO)

• On Demand / Same Day Pay
• 401(k) retirement plan
• Marriott Associate Room Rate Program
• Employee recognition programs
• Career growth and development opportunities 

Additional Requirements 

• Successful completion of a background check is required as a condition of employment.
• Valid driver's license preferred.
• Ability to sit for extended periods while working on a computer.
• Ability to occasionally lift and carry up to 15 pounds. 

Cascade Hotel Kansas City is an Equal Opportunity Employer committed to fostering an inclusive workplace where all associates are valued and respected. 

Requirements

• High school diploma or equivalent.

• Minimum one year of administrative, hospitality, sales support, reservations, or related experience.

• Strong organizational, communication, and customer service skills. 

• Proficiency with Microsoft Office, including Outlook, Excel, and Word.

• Ability to manage multiple priorities while maintaining accuracy and attention to detail.