Collections Coordinator

Loews Hotels & Co•Nashville, TN

6d•Onsite

About The Position

The Collections Coordinator supports the billing, credit, and collections function within a high-volume shared services environment serving a portfolio of hotel properties across North America. This role partners closely with hotel Sales, Events, Finance teams, and clients to manage credit risk, reduce outstanding receivables, and minimize bad debt exposure while maintaining positive customer relationships. Responsible for collecting advance deposits and direct-billed receivables, the Coordinator ensures timely payments and maintains accurate documentation of collection activities in accordance with contractual terms. Success in this role requires strong customer service, attention to detail, and a thorough understanding of the order-to-cash process. The position also upholds PCI compliance, confidentiality standards, accounting best practices, and established performance goals.

Requirements

Minimum 2 years of billing and accounting/collections experience.
1-2 years customer-facing work experience in hospitality or finance environment
Ability to work cooperatively with others, maintain confidentiality, and communicate effectively both written and verbally
Ability to organize workload, adapt quickly to change, and deliver under the pressure of deadlines
Ability to perform both standard and intermediate spreadsheet functions using Microsoft Office

Nice To Haves

HS Diploma or GED equivalent preferred

Responsibilities

Creates client master accounts in hotel property management system
Reviews all group sales and catering contracts to confirm financial terms, concessions, and payment schedules, ensuring that billing and collection protocols are accurately identified in the meetings and events technology platforms and executed as contracted with the client
Invoices advance deposits timely in accordance with contractual terms to ensure timely remittances by clients by established due dates
Collects payment of advance deposit invoices in accordance with contractual terms
Collects payment of invoices for services rendered for meetings and events
Completes invoicing, collections, and activity tracking logs via Smartsheet tools
Applies payments made by credit card in the hotel property management system on a daily basis
Able to research account disputes and resolve billing discrepancies by working with the group billing coordinators and hotel operation teams
Maintains the accuracy of the Accounts Receivable Aging for their assigned hotel locations
Provides collection status updates to hotel and shared service leaders
Leads monthly meetings with hotel leaders to review aged receivables, collection progress, and upcoming group business
Provides required reporting to hotel leaders in support of cash flow forecasting for their assigned hotel locations
Participates and supports continuous improvement and transformation initiatives and projects within the department as well as cross-functional partnerships
Regular attendance in conformance with standards
May be required to work varying schedules to reflect business needs
Required to attend all mandatory training sessions and meetings
Perform other duties as assigned