Manager Group Billing

The Manager Group Billing is responsible for overseeing the financial processes related to group billing for conventions, meetings, and large-scale events. This role ensures that all group accounts are accurately set up, maintained, and reconciled, while providing exceptional service to both internal and external stakeholders. This role acts as the primary liaison between the Convention Services, Sales, Group Reservations, Finance, and Front Office teams to guarantee timely, accurate billing and a seamless guest experience.

Essential Functions & Responsibilities:

Billing Management

• Oversee all aspects of convention group billing, including deposits, master account setups, charges, adjustments, and final invoicing.

• Ensure group billing complies with company policies, contracts, and credit agreements.

• Review daily postings to master accounts to confirm accuracy of charges across rooms, banquet, catering, audiovisual, and ancillary services.

• Reconcile accounts upon event conclusion and issue final invoices in a timely manner.

Financial Oversight

• Monitor aging reports for group accounts receivable, following up promptly on past-due balances.

• Assist in monthly financial close by ensuring group billing is reconciled and documented.

• Support internal audits by maintaining organized and accurate records.

• Analyze billing trends and recommend process improvements to increase efficiency and accuracy.

Coordination & Communication

• Act as the primary point of contact for group clients regarding billing inquiries, disputes, and payment processing.

• Partner with Convention Services, Catering, Sales, and Front Desk teams to ensure accuracy and consistency of group charges.

• Liaise with clients’ accounting departments to resolve outstanding balances or discrepancies.

• Provide clear billing instructions to internal departments and ensure compliance with client contracts.

Leadership & Training

• Train and team members on billing procedures, financial systems, and customer service standards.

• Foster strong cross-departmental collaboration to minimize billing disputes and ensure guest satisfaction.

• Develop and implement standard operating procedures (SOPs) for group billing.

• Supervise and lead an hourly billing coordinator.

• Create a positive and productive work environment, fostering accountability, teamwork, and professional growth.

Required Qualifications:

• Bachelor's degree from a four-year college or university in finance, or similar disciplines and/or equivalent combination of education and pexperience.

• Minimum of 2 years of hotel finance, accounting, or billing experience, preferably in a convention or large group environment.

• Strong knowledge of hotel PMS, POS, and financial systems (e.g. Delphi, LMS, InfoGenesis, etc.).

• Excellent communication and interpersonal skills with both clients and internal teams.

• Strong analytical, problem-solving, and organizational abilities.

• Proficiency in Microsoft Office Suite, particularly Excel.

• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

• Accuracy & Attention to Detail: Ensures precision in billing processes and account reconciliations.

• Client Service: Builds positive relationships and resolves billing issues promptly and professionally.

• Collaboration: Works effectively across departments to deliver seamless group experiences.

• Integrity: Maintains the highest standards of financial accountability and confidentiality.

• Problem-Solving: Anticipates and resolves billing discrepancies with efficiency.

Physical Demands & Work Environment:

• Work is performed in a casino / hotel setting.

• Must be tolerant to varying conditions of noise level, temperature, illumination, and air quality.

• May be exposed to smoke

• The noise level in the work environment is usually moderate to loud.

• Constant contact with executives, department management, employees, and guests.

• Prolonged sitting or standing and mobility.

• Balancing, stooping, kneeling, crouching, reaching, pushing, pulling, lifting, grasping, talking, hearing, repetitive motions Lift, carry, push, pull or otherwise move objects and/or move up to 50 pounds occasionally

• Eye/hand coordination.

• Use of standard office equipment.

• Ability to distinguish letters, numbers, and symbols