Billing and Revenue Coordinator

The Billing & Revenue Coordinator is responsible for the accurate, timely, and professional administration of billing and revenue processes for all catering and special events. Supporting a high-volume Catering & Events department that generates approximately $9 million in annual revenue, this role plays a critical part in ensuring financial accuracy, revenue integrity, and exceptional service standards.

Serving as the financial backbone of the department, the Billing & Revenue Coordinator oversees event billing, reconciliations, and reporting while ensuring the accuracy of Special Events profit and loss statements. This position works closely with the Catering & Events team, Finance department, and Club leadership to maintain seamless financial operations and support informed business decisions.

Success in this role requires exceptional attention to detail, strong financial and analytical skills, sound judgment, and the ability to manage a large volume of events in a fast-paced environment. The individual must handle member accounts with the highest level of professionalism, confidentiality, and discretion while consistently upholding the standards expected within a premier private club setting.

To effectively support the financial functions of the department, the Billing & Revenue Coordinator must develop a comprehensive understanding of all Catering & Special Events processes, workflows, and operational requirements. This knowledge is essential to ensuring accurate billing, revenue recognition, and financial reporting throughout the event lifecycle.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Event Billing & Invoicing Prepare, review, and issue invoices for all catering and special events, including deposits, progress payments, and final billings, in accordance with event contracts, estimates, and Club policies.

Monitor payment schedules and proactively communicate with clients regarding deposit requirements, payment deadlines, outstanding balances, and account status.

Prepare and distribute final event statements promptly upon completion of all event charges and deposits, ensuring clients have the opportunity to review all final billing details.

Verify billing accuracy by reconciling charges against Banquet Event Orders (BEOs), contracts, guest guarantees, consumption reports, and post-event adjustments.

Accurately post event charges, payments, deposits, refunds, credits, and adjustments within the Club’s Northstar software system.

Perform monthly balance sheet reconciliations for banquet deposits and ensure all event-related transactions are properly accounted for.

Ensure all invoices and statements are processed and distributed within established departmental timelines.

Revenue Management & Financial Controls Manage event revenue throughout the entire event lifecycle, from contract execution through final payment and account reconciliation.

Process special event billings through Northstar, post charges to member accounts, maintain special event billing records, and prepare monthly journal entries to accurately record revenue.

Support internal and external audits by providing required documentation, financial reports, reconciliations, and transaction explanations.

Maintain and manage tax-exempt documentation and ensure compliance with applicable tax requirements.

Prepare and distribute nontraditional event tracking correspondence for qualifying events and maintain accurate tracking records and reporting.

Financial Reporting & Analysis Prepare and provide financial reports, revenue summaries, and event billing analysis to the Director of Catering & Special Events, Special Events leadership, and Finance as requested.

Assist with departmental forecasting, budgeting, and financial planning initiatives by providing accurate revenue and billing data.

Support the preparation and review of Special Events profit and loss statements, ensuring financial accuracy and revenue integrity.

Coordination & Communication Serve as the primary liaison between the Catering & Special Events Department and the Finance/Accounting teams regarding billing, revenue, and financial matters.

Collaborate with event managers and catering…