Billing Specialist

The Billing Specialist is responsible for ensuring accurate and timely billing for group business at The Osthoff Resort. This position works closely with both the Sales and Accounting departments to ensure group arrangements, activities, charges, payments, and billing details are properly communicated, documented, and processed.

Serving as an important connection between Sales and Accounting, the Billing Specialist reviews group billing information, prepares invoices, maintains accounts receivable records, and assists in resolving billing discrepancies. The ideal candidate is highly organized, detail-oriented, comfortable working with numbers, and committed to providing exceptional internal and external customer service.

• Create, review, and process invoices for group business and related resort activities in an accurate and timely manner
• Work closely with the Sales team to understand upcoming groups, contracted arrangements, activities, and billing requirements
• Review group billing information and supporting documentation to help ensure charges are accurate and complete before final invoicing
• Maintain clear communication between Sales and Accounting regarding group billing needs, changes, discrepancies, and outstanding information
• Record payments in the accounts receivable system and maintain accurate A/R records
• Creating invoices and billing materials to be sent directly to the customer
• Complete pickup forms and reconcile pickup after group’s departure
• Collect deposits, tax exempt forms, and S211 Forms for groups and distribute accordingly
• Assist with researching and resolving disputed or questioned charges
• Reconcile assigned accounts to the General Ledger monthly
• Maintain accurate, organized, and complete billing documentation and records
• Communicate professionally and promptly with clients regarding invoices, payments, and billing questions
• Maintain confidentiality when handling financial, guest, and business information
• Identify opportunities to improve the accuracy and efficiency of billing processes and communication between departments and clients
• Support and promote the resort’s values, mission, vision, and culture
• Assist with invoice entry and other Accounting functions as needed
• Other duties as assigned by resort leaders

• Education:
  
  High School Diploma. Associate or bachelor’s degree in Accounting, Business Administration, or a related field preferred
• Experience:
  
  Prefer a minimum of two years of clerical/administrative experience that includes at least one year of administrative assistant or executive assistant role in a fast-paced professional office. Resort/hotel experience is a plus
• Skills:
  
  Strong organizational, mathematical, communication, and problem-solving skills. Proficiency in Microsoft Office, particularly Excel and Word. Working knowledge of basic accounting and accounts receivable principles
• Attributes:
  Highly detail-oriented, accurate, organized, and capable of managing multiple priorities. Must possess a positive attitude and a collaborative, solution-oriented approach
• Strong interpersonal and guest-service skills and the ability to work effectively with all resort departments and clients
• Ability to work independently while contributing positively within a team environment
• Professional written and verbal communication skills
• Ability to handle financial and confidential information with discretion
• Flexibility to meet the business needs of the department and organization
• Ability to learn quickly and accurately

At The Osthoff Resort & Spa, we believe exceptional guest experiences start with an exceptional team. We foster a supportive, welcoming culture where employees are valued, encouraged, and empowered to grow. Team…