Group Billing Coordinator

Job Description

Job Description

POSITION PURPOSE:

Proper review and timely processing of all guest and group billing.

EXAMPLES OF DUTIES:

ESSENTIAL FUNCTIONS:

• Compile, create and reconcile group accounts.
• Calculate and post group billing concessions (Comp rooms, Commissions, Rebates, Tax Exempt)
• Obtain Catering Management approval prior to sending out Invoices to client.
• Filter client responses and disputes while coordinating the revisions of final group bills.
• Ensure proper group methods of payment and authorize or collect estimated balance.
• Monitor and collect on future groups deposit schedules.
• Regularly follow-up on previously sent bills to ensure timely collection of payments.
• Answer, research and respond to all direct hotel guest billing inquires via phone and email.
• Represent the Accounting Department at weekly resume and occasional pre-convention meetings.
• Attend Monthly aging and weekly upcoming groups meetings with Credit Manager.
• Prepare for End of Month closing by accruing for monthly commissions and tax exempts while ensuring all current month adjustments are completed.
• Assist all other departments with general group and guest accounting requests.
• Perform all general tasks as requested by the Credit Manager.

OTHER:

Due to the cyclical nature of the hospitality industry, associates may be required to work varying schedules to reflect the business needs of the resort.

Regular attendance in conformance with the standards, which may be established by Trump National Doral – Miami from time to time, is essential to the successful performance of this position.  Associates with irregular attendance will be subject to disciplinary action, up to and including termination of employment.

Due to the industry that we are in, a need will occur for each associate to provide “Lateral Service”. Our goal is to ensure that we are maximizing customer satisfaction and as a result there will be times when our associates in the Operation will call upon us for support in order to ensure customer satisfaction occurs. When we are fortunate enough for this to occur, each associate will positively respond unless there is a chance that an opportunity resulting in dissatisfying a guest could occur. If this is the case the leader is to be notified and the level of support that is being requested will be obtained.

SUPPORTIVE FUNCTIONS:

• Maintain an open line of communication between guests, associates and management.
• Assist office in any other administrative duties as needed.
• Other duties as assigned.

SPECIFIC JOB KNOWLEDGE, SKILL AND ABILITY:

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job with or without reasonable accommodation, using some other combination of skills and abilities.

• Ability to read, listen and communicate effectively in English. 
• Must have knowledge of general accounting procedures, specifically those related to accounts receivable.
• Should know about the relevant computer applications.
• Must be proficient in contract terminology. 
• Must be organized and pay attention to detail and accuracy. 
• Should use their discretion, maintain guest confidentiality and be honest. 
• Must have good communication and problem-solving skills.

SAFETY REQUIREMENTS:

Personal Protective Equipment (PPE) may be required when performing work duties that may have the potential of risk to your health or safety. The resort will provide the required PPE. Associates will be trained in the proper use and care of any assigned PPE. It is your responsibility to report defective, damaged or lost PPE, or equipment that does not fit properly, to your leader.

PHYSICAL REQUIREMENTS:

Frequency Key: Never – 0 hours; Rare – up to 1 hour; Occasional – 1-3 hours; Frequent – 3-6 Hours;

Constant – 6-8 hours

Physical Activity Frequency

Sitting                                                                           Constant

Walking                                                                        Frequent

Climbing stairs                                                             Rare

Standing                                                                       Frequent

Crouching/Bending/Stooping Occasional

Reaching                                                                     Frequent

Grasping                                                                      Frequent

Pushing/Pulling                                                           Rare

Near Vision                                                                  Constant

Far Vision                                                                    Constant

Hearing                                                                        Constant

Talking                                                                          Constant

Lifting/carrying (#50 lbs)                                               Occasional

Travel                                                                            Rare

OTHER DUTIES:

Assimilate into Trump National Doral - Miami Cultural Foundation through understanding, supporting and participating in all elements of the Trump Cornerstones. Demonstrate working knowledge of the service standards.

QUALIFICATION STANDARDS:

EDUCATION

High school diploma or equivalent.  

EXPERIENCE:

Minimum of 2 years Finance experience for major Hotel Company.  At least one year accounts receivable experience preferred.

LICENSES OR CERTIFICATES:

None required

GROOMING:

All associates must maintain a neat, clean and well groomed appearance and must adhere to the Doral Golf Resort and Spa Grooming standards provided.

OTHER:

Additional language ability preferred.

Trump National Doral Miami participates in the federal E-Verify program, an electronic system that verifies employment authorization in the United States by comparing information from an employee’s Form I-9, Employment Eligibility Verification, with government databases. The company uses E-Verify only after an employee has accepted a job offer and completed the Form I-9. The company does not use E-Verify to pre-screen job applicants or candidates who have not received a job offer from the company.