Group Billing Coordinator

Pyramid Global Hospitality•Charlotte Harbor, FL

1d•Onsite

About The Position

The Group Billing Coordinator is responsible for overseeing all aspects of group billing, including pre-arrival planning, on-site financial operations, and post-departure reconciliation. This role is critical to ensuring billing accuracy, timely processing of deposits and payments, and the delivery of exceptional service throughout the entire group lifecycle. Working collaboratively with Group Housing, Reservations, Front Office, Sales, Event Management, and Finance, the Group Billing Coordinator serves as a key liaison to ensure a seamless financial experience for both internal stakeholders and group clients from initial planning through final billing reconciliation after departure. All duties are performed in accordance with department and Sunseeker Resort policies, practices and procedures.

Requirements

High School Diploma, GED or equivalent
2+ years of billing, accounting, or hospitality finance experience, preferably in a resort or hotel setting.
Proficiency with PMS (e.g., ONQ), POS systems, Delphi.fcd and billing software.
Experience handling direct billing accounts.
Strong working knowledge of accounting principles and billing practices.
Strong written and verbal communication skills.
Working knowledge of Microsoft Office
Excellent customer service skills
Ability to function well under pressure, manage multiple priorities, and meet established deadlines
Must possess mature personal discretion and sound judgment
Strong leadership abilities, sound judgment, superior problem solving and decision-making skills
Excellent organizational, analytical and project management skills, with particular attention to quality and detail
Interpersonal skills to deal effectively with all business contacts
Professional appearance and demeanor

Responsibilities

Manage all aspects of group billing to ensure accurate and timely financial processing throughout the group lifecycle.
Create, maintain, and reconcile master billing folios, direct billing accounts, and routing instructions, ensuring charges are allocated correctly by date, transaction code, and billing responsibility.
Collect, monitor, and process group deposits in accordance with contractual payment schedules.
Review group contracts, Banquet Event Orders (BEOs), and billing instructions to verify payment terms, concessions, authorized charges, and billing arrangements prior to arrival.
Audit billing setup and routing within Delphi, ONQ/PMS, POS, and related systems to ensure accuracy and alignment across platforms.
Attend pre-convention and pre-arrival meetings as the group billing representative, communicating financial expectations and identifying billing requirements with internal teams and clients.
Coordinate with Sales, Event Management, Group Housing, Front Office, Food & Beverage, and Finance to ensure all revenue is posted accurately and billing instructions are executed correctly.
Monitor daily operational reports, including guest lists, rooming lists, cancellations, no-shows, and occupancy changes, to validate billing accuracy.
Reconcile Property Management System (PMS) and Point of Sale (POS) charges for guestrooms, events, and group functions.
Verify the accuracy of attrition charges, cancellation fees, contractual revenue, and final billing calculations.
Perform comprehensive pre-arrival, in-house, and post-departure billing audits to ensure all contracted revenue, miscellaneous charges, taxes, and adjustments have been posted accurately.
Research, investigate, and resolve billing discrepancies, disputed charges, and posting errors in a timely and professional manner.
Prepare, reconcile, and distribute group invoices, billing statements, final account reconciliations, and closing packets.
Generate and maintain group billing status reports, deposit tracking reports, aging reports, and financial reconciliation reports for Finance and operational leadership.
Conduct on-site billing reviews and account reconciliations with clients, meeting planners, or event representatives as needed.
Manage all aspects of direct billing, ensuring required documentation, approvals, and payment authorizations are obtained and maintained.
Review and process tax exemption documentation for group master accounts and eligible attendees, ensuring compliance with company policy and preparing monthly tax exemption packets for Finance.
Maintain compliance with all company policies, internal controls, accounting standards, and applicable local, state, and federal regulations.
Support departmental operations by performing additional duties and special projects as assigned