Billing Specialist

The Osthoff Resort•Elkhart Lake, WI

17d

About The Position

The Billing Specialist ensures accurate and timely billing for group business at The Osthoff Resort. The role works closely with Sales and Accounting to coordinate group arrangements, activities, charges, payments, and billing details. It serves as a connection between the two departments by reviewing billing information, preparing invoices, maintaining accounts receivable records, and helping resolve billing discrepancies. The position requires strong organization and attention to detail, comfort working with numbers, and a commitment to excellent internal and external customer service. The Billing Specialist also communicates with clients about invoices and payments, maintains confidential and complete records, and supports other Accounting functions as needed. The position may include other duties assigned by resort leaders.

Requirements

High school diploma.
At least two years of clerical or administrative experience is preferred, including at least one year as an administrative assistant or executive assistant in a fast-paced professional office.
Strong organizational, mathematical, communication, and problem-solving skills.
Proficiency in Microsoft Office, particularly Excel and Word.
Working knowledge of basic accounting and accounts receivable principles.
Highly detail-oriented, accurate, and organized, with the ability to manage multiple priorities.
Positive attitude and collaborative, solution-oriented approach.
Strong interpersonal and guest-service skills and ability to work effectively with resort departments and clients.
Ability to work independently while contributing positively within a team environment.
Professional written and verbal communication skills.
Ability to handle financial and confidential information with discretion.
Flexibility to meet the business needs of the department and organization.
Ability to learn quickly and accurately.

Nice To Haves

Associate or bachelor’s degree in Accounting, Business Administration, or a related field.
Resort or hotel experience.

Responsibilities

Create, review, and process invoices for group business and related resort activities accurately and promptly.
Work with Sales to understand upcoming groups, contracted arrangements, activities, and billing requirements.
Review group billing information and supporting documentation to help ensure charges are accurate and complete before final invoicing.
Coordinate communication between Sales and Accounting about billing needs, changes, discrepancies, and missing information.
Record payments in the accounts receivable system and maintain accurate A/R records.
Create invoices and billing materials to send directly to customers.
Complete pickup forms and reconcile pickup after a group’s departure.
Collect group deposits, tax-exempt forms, and S211 Forms, and distribute them as appropriate.
Research and help resolve disputed or questioned charges.
Reconcile assigned accounts to the General Ledger monthly.
Maintain accurate, organized, and complete billing documentation and records.
Communicate professionally and promptly with clients about invoices, payments, and billing questions.
Protect confidential financial, guest, and business information.
Identify opportunities to improve billing accuracy and efficiency and communication between departments and clients.
Support and promote the resort’s values, mission, vision, and culture.
Assist with invoice entry and other Accounting functions as needed.
Perform other duties as assigned by resort leaders.