Group Billing Specialist (Full-Time)

Basic Job Function:

This position is responsible for fulfilling the group billing process including the accurate preparation, review, and efficient issuance of bills, invoices, and account statements according to company procedures. Provides excellent service to both internal and external constituents to successfully assist groups from pre-arrival through final bill. Promotes the Sea Island legacy of warm, genuine hospitality, while upholding and ensuring compliance with all company and departmental policies and procedures.

Use of Company Vehicle: Not designated to drive a company vehicle

Minimum Requirements:

• Minimum two (2) years of experience preferably in Hotel or Club accounting
• Bachelor's or Associate's Degree in Accounting preferred
• Basic accounting knowledge and problem solving skills
• Perform mathematical calculations
• Must carry a high degree of professional integrity and be able to work effectively and efficiently
• Willingness to work long hours during heavy group billing months and as required to meet department objectives; occasional weekend work
• Experience working for a four or five diamond/star property preferred
• Experience with Hotel Property Management systems; experience with Opera preferred
• Excellent communication skills, both written and verbal
• Proficient in Microsoft Office software applications such as: Word, Excel, and Outlook
• Proficient with peripherals such as: copier, fax, telephone and calculator
• Minimum typing skill of 20+ WPM
• Must be well-organized, maintain focus, think clearly and follow up on a timely basis
• Must be able to present information courteously to people in one-on-one and group situations
• Consistently aspires to fulfill our core Company values (Respect, Integrity, Passion, Teamwork, Accountability, Caring, Loyalty & Trust)
• Exhibits the Sea Island Five-Star Behavior Standards with guests, members and co-workers
• Must possess a positive attitude and have the ability to work with a variety of people and in cooperation with coworkers efficiently and effectively
• Must be detail oriented and able to manage competing priorities and multiple deadlines in a fast paced environment
• Ability to easily adapt to organizational and environmental changes
• If applicable, must be flexible to working days, early mornings, evenings, weekends, and holidays
• Report to work at the scheduled time, neatly groomed and in compliance with company Dress Code Policy

Tasks/Responsibilities:

• Work harmoniously with multiple departments to assist with group billing terms, timely presentation of bills, and related correspondence
• Set up and maintain group files with billing terms and revenue recognition information
• Read all information such as: correspondence, special billing and memoranda instructions
• Interpret billing information received from conference services
• Maintain ongoing communication with various departments including attending weekly planning meetings
• Attend PreCons with clients when necessary to verify billing or special requests with group meeting planners
• Handle group special bill requests, forfeitures, and posting of daily charges
• Review daily billing for assigned group
• Comply with department's quality assurance expectations and standards
• Maintain daily and weekly group activity information
• Ensure compliance with company standard operating procedures (SOP's)
• Compile and review final invoices for completeness and accuracy, including back-up reports
• Review the group bill with representatives
• Research and resolve any queries pertaining to the group billing process and/or to individual charges by coordinating necessary efforts through the appropriate departments. Consistently follow up with guests to ensure proper actions and responses have been received
• Perform various clerical duties such as: data entry, filing, and obtaining and organizing supporting documentation
• Post charges accurately to guest/member accounts
• Adjust errors and correct discrepancies on accounts and properly document
• Work with all accounts until balances are paid in full
• Develop and maintain positive working relationships with others, support team to reach common goals
• Answer accounts receivable (A/R) telephone inquiries from members, guests and various departments in accordance with Sea Island standards
• As needed:
• Perform daily entry of A/R check batches and process deposits
• Enter A/P check disbursements to City Ledger accounts
• Initiate and process monthly departmental City Ledgers
• Process City Ledger charges, credits and monthly postings
• Process monthly member and hotel A/R statements
• Process employee City Ledger expense reports
• Research and process credit card disputes
• Respond to written inquiries related to Accounts Receivable from members and guests
• Initiate and process past due reminder letters and assist in collection efforts
• File daily receipts and tickets
• Learn the names of (and personally recognize) our regular Guests and Members
• Record and bill orders accurately into the register system and process payments using guest/member cards in accordance with accounting procedures
• Maintain a thorough knowledge of current guest services, activities, dining options, shops, local attractions, and historical information regarding Sea Island and the surrounding area to answer any questions guests may have to the best of one's ability
• If applicable, complete a Guest Problem Resolutions (GPR) form on any issues (solved or unsolved issues) and follow-up on issues as needed (if computer access is not available give information to admin support)
• Maintains cleanliness and organization in all work areas
• Uphold appropriate departmental standards of quality/timing
• Uphold and ensure compliance with all company and departmental policies and procedures
• Report all equipment problems and maintenance issues, known safety hazards, or unsafe practices and procedures to supervisor immediately
• Attends all scheduled employee meetings and brings suggestions for improvement
• Willing and timely execution of other duties as delegated by leadership

Physical Requirements:

• Ability to kneel, crouch, squat, climb, stand, sit, balance, reach, bend, push, pull and walk for prolonged periods
• If applicable, must have the ability to work for extended time periods in an outdoor environment, including sun, heat, cold, wind, rain, and higher than normal noise levels
• Ability to perform repetitive tasks with accuracy
• Ability to lift, carry, pull and push up to 20 lbs intermittently throughout a shift
• Ability to read, write and communicate effectively in English, both written and verbal
• May be exposed to mechanical, electrical, chemical and fume hazards
• Maintain compliance with Company Resort Professional Image Policy