Rooms & Billing Coordinator

The Westin Indianapolis•Indianapolis, IN

12d•Onsite

About The Position

The Rooms and Billing Coordinator is a Front Office-based position with a strong accounting focus. This role is responsible for managing the complete lifecycle of airline crew reservations and billing, from creating reservations based on airline manifests through completing accurate monthly invoicing. The coordinator serves as a key liaison between Front Office and Accounting, ensuring reservation details, daily sign-in records, and billing information are accurate and properly documented. The position also provides support to Accounts Receivable and Service Express based on business needs.

Requirements

Previous experience in hotel Front Office operations, reservations, accounting, billing, or Accounts Receivable is preferred.
Experience with hotel property-management systems and accounting or billing systems is preferred.
Strong attention to detail and commitment to accuracy.
Ability to review and reconcile reservations, manifests, sign-in sheets, and financial records.
Strong organizational and time-management skills.
Ability to manage recurring daily and monthly deadlines.
Effective written and verbal communication skills.
Ability to identify discrepancies, research issues, and follow through to resolution.
Proficiency with Microsoft Office, particularly Excel and Outlook.
Ability to work collaboratively with Front Office, Accounting, airline representatives, and other hotel departments.
Ability to handle confidential guest and financial information appropriately.
Bachelor's degree in accounting or related field preferred
1-2 years of experience in accounting or finance
Strong understanding of accounting principles and practices
Excellent analytical and problem-solving skills
Strong attention to detail and accuracy
Ability to work efficiently and effectively in a fast-paced environment
Proficient in Microsoft Excel and accounting software
Excellent communication and interpersonal skills.

Responsibilities

Manage the full lifecycle of airline crew reservations.
Create and update reservations using airline manifests and other supporting documentation.
Review manifests for accuracy and communicate discrepancies to the appropriate parties.
Audit daily airline sign-in sheets to verify guest names, dates, room usage, rates, and billing information.
Research and resolve discrepancies involving reservations, sign-in sheets, room charges, or billing.
Maintain organized and accurate supporting documentation for all airline accounts.
Prepare and complete monthly airline billing within established deadlines.
Partner with Front Office and Accounting leaders to ensure all airline revenue is accurately captured and invoiced.
Respond to billing questions and assist with researching disputed or missing charges.
Maintain confidentiality of guest, company, and financial information.
Assist Accounts Receivable with account research, documentation, reconciliation, and other assigned responsibilities.
Assist with processing and tracking group deposits.
Verify that payments and deposits are properly documented and applied.
Support month-end billing and reconciliation activities as needed.
Perform other accounting-related duties as assigned.
Provide support to Service Express and the Front Office during periods of increased business volume or operational need.
Assist guests and internal departments with questions while providing professional and timely service.
Communicate reservation, rooming, and billing information accurately across departments.
Maintain a professional, organized, and guest-ready workspace.
Perform other Front Office duties as assigned.