Group & Billing Manager

Position: Group Housing & Billing Manager
Job Description

JOB SUMMARY

Manages all rooms aspects of assigned groups and uses discretion and judgement in dealing with group contacts, both on the phone and in an operational environment, including any contractual obligations. Manages the receipt and entry of each group rooming list prior to or by the proposed deadline outlined in the contract, verifying, documenting and releasing any unused room or attraction inventory back for general sale.

Checks any increases in inventory will be checked for availability and any discrepancies will be communicated to the client at the time of rooming list entry. Manages the day-to-day operations of accounts receivables, ensuring that invoices being sent out are correct and dispersed in a timely manner. Follows up on any delinquent accounts. Researches and decides upon credit authorization for incoming customers.

CANDIDATE PROFILE

Education and Experience

• High school diploma or GED; 5 years experience in the sales and marketing, guest services, front desk, or related professional area.

OR

• 2-year degree from an accredited university in Business Administration, Marketing, Hotel and Restaurant Management, or related major; 3 years experience in the sales and marketing, guest services, front desk, or related professional area.

CORE WORK ACTIVITIES

Managing Group Housing Operations

• Manages the operational preparation for all group bookings, including guest deposits, room blocks, rooming list, cutoff dates, waitlist, overflow accommodations, rooming requests, contact relationships and ticketing needs.

• Checks for accuracy on all booking sheets, contracts to verify that they are in accordance with operational guidelines (e.g., inventory, availability, rate structure, and operating procedures, such as deadlines for deposits, rooming list).

• Maintains organized, accurate files on each group account and monitors of the course of action for each account daily.

• Provides various reports and communications to Sales, Convention Services, Director of Call Center, Travel Industry Sales, Front Office and Accounting.

• Acts as primary Rooms Division contact in advance planning meeting, communicating all pertinent information to the Rooms Division, Revenue Management, and Accounting.

• Manages the receipt and entry of each group rooming list prior to or by the proposed deadline outlined in the contract, verifying, documenting and releasing any unused room or attraction inventory back for general sale. Checks any increases in inventory for availability and any discrepancies will be communicated to the client at the time of rooming list entry.

• Attends Pre-Convention Meetings, Bill Reviews and site visits for assigned groups.

• Manages all rooms aspects of assigned groups and uses discretion and judgement in dealing with group contacts, both on the phone and in an operational environment, including any contractual obligations.

Demonstrating and Applying Accounting Knowledge to Credit Management Issues

• Demonstrates knowledge of job-relevant issues, products, systems, and processes.

• Uses computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.

• Keeps up-to-date technically and applying new knowledge to your job.

• Stays knowledgeable of accounts receivable system.

Assisting in Managing Work, Projects, and Policies

• Generates and provides accurate and timely results in the form of reports, presentations, etc.

• Compiles, codes, categorizes, calculates, tabulates, audits, or verifies information or data.

• Completes accounts receivable period end closing functions and procedures; credit and period end reporting.

• Upholds the policies and procedures outlined in the credit policy.

• Interacts with sales and catering staff for timely credit decisions on incoming customers.

Providing Exceptional Customer Service to all Guests and Customers

• Executes exemplary customer service to drive customer satisfaction and loyalty by understanding customer's needs and recommending appropriate features and services that best meet their needs.

• Supports the company's Service and Relationship Strategy, driving…