Group Billing Specialist (Full-Time)

Basic Job FunctionThis 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 vehicleMinimum RequirementsMinimum two (2) years of experience preferably in Hotel or Club accountingBachelor’s or Associate’s Degree in Accounting preferredBasic accounting knowledge and problem solving skillsPerform mathematical calculationsMust carry a high degree of professional integrity and be able to work effectively and efficientlyWillingness to work long hours during heavy group billing months and as required to meet department objectives; occasional weekend workExperience working for a four or five diamond/star property preferredExperience with Hotel Property Management systems; experience with Opera preferredExcellent communication skills, both written and verbalProficient in Microsoft Office software applications such as: Word, Excel, and OutlookProficient with peripherals such as: copier, fax, telephone and calculatorMinimum typing skill of 20+ WPMMust be well-organized, maintain focus, think clearly and follow up on a timely basisMust be able to present information courteously to people in one-on-one and group situationsConsistently 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-workersMust possess a positive attitude and have the ability to work with a variety of people and in cooperation with coworkers efficiently and effectivelyMust be detail oriented and able to manage competing priorities and multiple deadlines in a fast paced environmentAbility to easily adapt to organizational and environmental changesIf applicable, must be flexible to working days, early mornings, evenings, weekends, and holidaysReport to work at the scheduled time, neatly groomed and in compliance with company Dress Code PolicyTasks/ResponsibilitiesWork harmoniously with multiple departments to assist with group billing terms, timely presentation of bills, and related correspondenceSet up and maintain group files with billing terms and revenue recognition informationRead all information such as: correspondence, special billing and memoranda instructionsInterpret billing information received from conference servicesMaintain ongoing communication with various departments including attending weekly planning meetingsAttend PreCons with clients when necessary to verify billing or special requests with group meeting plannersHandle group special bill requests, forfeitures, and posting of daily chargesReview daily billing for assigned groupComply with department’s quality assurance expectations and standardsMaintain daily and weekly group activity informationEnsure compliance with company standard operating procedures (SOP's)Compile and review final invoices for completeness and accuracy, including back-up reportsReview the group bill with representativesResearch 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 receivedPerform various clerical duties such as: data entry, filing, and obtaining and organizing supporting documentationPost charges accurately to guest/member accountsAdjust errors and correct discrepancies on accounts and properly documentWork with all accounts until balances are paid in fullDevelop and maintain positive working relationships with others, support team to reach common goalsAnswer accounts receivable (A/R) telephone inquiries from members, guests and various departments in accordance with Sea Island standardsAs needed:Perform daily entry of A/R check batches and process depositsEnter A/P check disbursements to City Ledger accountsInitiate and process monthly departmental City LedgersProcess City Ledger charges, credits and monthly postingsProcess monthly member and hotel A/R statementsProcess employee City Ledger expense reportsResearch and process credit card disputesRespond to written inquiries related to Accounts Receivable from members and guestsInitiate and process past due reminder letters and assist in collection effortsFile daily receipts and ticketsLearn the names of (and personally recognize) our regular Guests and MembersRecord and bill orders accurately into the register system and process payments using guest/member cards in accordance with accounting proceduresMaintain 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 abilityIf 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 areasUphold appropriate departmental standards of quality/timingUphold and ensure compliance with all company and departmental policies and proceduresReport all equipment problems and maintenance issues, known safety hazards, or unsafe practices and procedures to supervisor immediatelyAttends all scheduled employee meetings and brings suggestions for improvementWilling and timely execution of other duties as delegated by leadershipPhysical RequirementsAbility to kneel, crouch, squat, climb, stand, sit, balance, reach, bend, push, pull and walk for prolonged periodsIf 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 levelsAbility to perform repetitive tasks with accuracyAbility to lift, carry, pull and push up to 20 lbs intermittently throughout a shiftAbility to read, write and communicate effectively in English, both written and verbalMay be exposed to mechanical, electrical, chemical and fume hazardsMaintain compliance with Company Resort Professional Image Policy