Group Sales & Catering Events Billing Specialist - Margaritaville Resort Orlando

The Group Sales & Catering Events Billing Coordinator is responsible for managing and coordinating all billing-related processes associated with group sales, meetings, conferences, weddings, social events, and catering functions. This position serves as the primary liaison between Sales, Catering & Events, Accounting, Front Office, and clients to ensure the accuracy, timeliness, and completeness of all financial transactions before, during, and after each event.

The coordinator takes ownership of deposits, payment verification, billing instructions, routing setup, folio auditing, reconciliation, and final invoice generation while providing exceptional service to clients. This role is critical in ensuring revenue capture, billing accuracy, compliance with contractual agreements, and seamless client experience.

Group Billing Administration

· Manage all billing activities related to group room blocks, meetings, conferences, corporate groups, weddings, and special events.

· Review executed contracts and banquet event orders (BEOs) to ensure billing instructions are properly documented.

· Establish and maintain accurate routing instructions within the property management system.

· Coordinate billing details between Sales, Event Managers, Front Office, and Accounting teams.

· Verify tax-exempt documentation and ensure compliance with company policies.

· Communicate directly with clients regarding billing requirements and payment timelines.

Deposit & Payment Management

· Process and track all group and catering deposits according to contractual schedules.

· Monitor upcoming deposits and proactively communicate payment deadlines to clients and sales managers.

· Ensure payments are received, accurately applied, and properly posted.

· Coordinate credit card authorizations, wire transfers, ACH payments, and company checks.

· Verify payment methods and ensure all required authorization forms are completed before arrival.

· Maintain detailed deposit records and reporting for leadership review.

Billing & Routing Accuracy

· Set up post master accounts and direct billing arrangements.

· Review rooming lists and verify billing allocations before group arrival.

· Audit routing instructions to ensure charges are directed to the appropriate accounts.

· Validate billing details including room, tax, resort fee, parking, and miscellaneous charges.

· Troubleshoot routing discrepancies and resolve billing issues before guest departure.

Event & Catering Financial Review

· Review banquet checks, event charges, rental fees, and misc. revenue postings.

· Verify service charges, taxes, gratuities, and package pricing for accuracy.

· Coordinate with Catering Managers and Event Managers to resolve discrepancies.

· Ensure all event-related revenue has been posted accurately prior to invoice generation.

Folio Auditing & Reconciliation

· Conduct detailed audits of group master folios and event post master accounts.

· Review charges for completeness, accuracy, and compliance with contractual agreements.

· Investigate and resolve posting errors, duplicate charges, and missing revenue.

· Reconcile deposits against final account balances.

· Partner with accounting to ensure proper revenue recognition and financial controls.

Final Billing & Collections

· Generate final invoices and master folios following event completion.

· Ensure invoices are accurate, properly documented, and delivered within established service standards.

· Process final settlements and resolve outstanding balances.

· Coordinate with accounting on direct bill accounts and collection follow-up.

· Respond promptly to client billing inquiries and dispute resolution requests.

· Review contractual financial obligations including rebates, concessions, complimentary room allowances, commissionable revenue, allowable attrition thresholds, and performance clauses to ensure accurate billing and compliance with group and event agreements.

· Assist in managing aging accounts by supporting collection efforts.

Reporting & Administrative Responsibilities

· Prepare weekly and/or monthly reports on outstanding deposits, pending invoices, unbilled events, and aging balances.

· Support month-end closing activities related to group and catering revenue.

· Maintain compliance with company accounting procedures and internal controls.

Cross Department Collaboration

· Serve as a key communication link between Sales, Catering & Events, Front Office, and Accounting for all billing related items.

· Participate in pre-convention, resume, and operational meetings as needed.

· Assist operational teams with billing-related questions before, during, and after events.

· Support VIP, corporate, wedding, and high-profile event billing requirements.

Additional Responsibilities

· Maintain knowledge of resort packages, group contracts, event revenue streams, and billing policies.

· Support training initiatives related to group billing procedures.

· Ensure confidentiality of financial and guest information.

· Perform special projects and other administrative duties as assigned.

Education & Experience

• Minimum 2 years of experience in hospitality accounting, group billing, convention services, catering operations, or hotel front office operations.
• Experience in a full-service resort, or convention resort.
• Experience in a luxury environment is strongly preferred.
• Experience with group sales and catering operations is strongly preferred.
• Proficiency in property management systems (Opera, Opera Cloud, or similar).
• Experience with catering/event management platforms
• Strong Microsoft Excel skills including formulas, reconciliations, and reporting.
• Exceptional attention to detail and accuracy.
• Strong analytical and reconciliation skills.
• Ability to manage multiple groups and events simultaneously.
• Excellent organizational and time-management skills.
• Strong problem-solving and conflict-resolution abilities.
• Professional written and verbal communication skills.
• Ability to work independently while maintaining strong team collaboration.
• Customer-focused approach with a commitment to service excellence.
• Ability to meet deadlines in a fast-paced resort environment.