Collections Coordinator

Purpose:

The Collections Coordinator is an integral contributor to the billing, credit and collections team in a high volume financial shared services environment supporting an exciting collection of hotel properties across North America. The Collections Coordinator works closely and maintains strong relationships with hotel Sales, Meeting and Events Management, Finance and Clients to appropriately manage credit risk, limiting aged receivables and minimizing bad debt write-off exposure. The Collections Coordinator has an excellent understanding of the overall order to cash process as it relates to both the hotel and the shared services environments. The Collections Coordinator possesses impeccable customer service skills and a business approach that will enable him or her to ensure timely collection of advance deposits and invoices for services rendered, direct-billed accounts, while preserving the hotel/client relationship. Organized and detailed oriented, the Collections Coordinator will maintain complete, timely and accurate records of collection activities in accordance with contractual payment terms. The Collections Coordinator is expected to uphold all company and industry standards pertaining to PCI compliance, maintain guest confidentiality, and adhere to generally accepted accounting standards and best practices. The Collections Coordinator is required to meet daily, weekly, and monthly service excellence and performance targets. This position will report to the Credit Manager.

Essential Functions and Responsibilities:

• Creates client master accounts in hotel property management system.
• Reviews all group sales and catering contracts to confirm financial terms, concessions, and payment schedules ensuring that billing and collection protocols are accurately identified in the meetings and events technology platforms and executed as contracted with the client.
• Invoices advance deposits timely in accordance with contractual terms to ensure timely remittances by clients by established due dates
• Collects payment of advance deposit invoices in accordance with contractual terms
• Collects payment of invoices for services rendered for meetings and events Completes invoicing, collections, and activity tracking logs via Smartsheet tools
• Applies payments made by credit card in the hotel property management system on a daily basis.
• Able to research account disputes and resolve billing discrepancies by working with the group billing coordinators and hotel operation teams.
• Maintains the accuracy of the Accounts Receivable Aging for their assigned hotel locations
• Provides collection status updates to hotel and shared service leaders
• Leads monthly meetings with hotel leaders to review aged receivables, collection progress, and upcoming group business.
• Provides required reporting to hotel leaders in support of cash flow forecasting for their assigned hotel locations
• Participates and supports continuous improvement and transformation initiatives and projects within the department as well as cross-functional partnerships

Qualifications

• Ability to work cooperatively with others
• Ability to maintain confidentiality
• Ability to read, write and speak English effectively
• Ability to communicate effectively both written and verbally
• Ability to work effectively, maintain composure and make decisions in stressful situations
• Ability to organize workload, adapt quickly to change, and deliver under the pressure of deadlines
• Ability to perform both standard and intermediate spreadsheet functions using Microsoft Excel
• Proficiency in windows-based computer programs to include e-mail, internet and word processing applications
• Strong computer skills and ability to learn new computer applications
• General knowledge of mathematics and accounting principles

Education

• High School Diploma or GED equivalent

Experience

• 1-2 years customer-facing work experience in a hospitality or finance environment
• 1-2 years of experience in a collections role