Accounts Receivable Coordinator- Hawks Cay Resort

Position Summary

The Accounts Receivable Coordinator is responsible for ensuring accurate billing, timely collection of payments, and maintaining strong financial controls for the resort, supporting guest satisfaction and financial integrity by managing invoices, processing payments, and providing excellent service to internal and external partners, while also performing other duties as assigned by the manager.

Key Responsibilities

• Group & Direct Billing
• Prepare, compile, and issue accurate group bills and master account invoices in accordance with contract terms and internal policies
• Ensure all supporting documentation (banquet event orders, folios, backup reports, contracts) is properly attached and organized
• Submit final group bills for internal review and approval prior to release to clients
• Deposits & Payment Processing
• Post and track timely deposits for group and individual accounts
• Monitor deposit schedules and ensure compliance with contractual requirements
• Apply payments accurately to the appropriate accounts and folios
• Accounts Receivable & Aging Management
• Maintain and monitor accounts receivable aging reports
• Identify past due balances and follow up with clients and internal stakeholders
• Escalate delinquent accounts when necessary in accordance with AR procedures
• Reconciliation & Accuracy
• Reconcile payments received against outstanding balances and aging reports
• Investigate and resolve discrepancies, unapplied payments, or misposted transactions
• Ensure accurate application of payments to prevent long-standing aged balances
• Collaboration & Reporting
• Work closely with Sales, Events, Front Office, and Operations teams to resolve billing issues and ensure accuracy
• Provide regular AR status updates and assist with month-end reporting
• Assist with audit requests and documentation as required
• Assist in other functions as needed and to cover other's time off
• Cashiering Responsibilities
• Accurately prepare weekly bank deposits for courier pickup
• Manage laundry deposits by emptying coins from laundry machines, refilling the change machine, and preparing corresponding deposits
• Monitor the change machine and process change orders as needed
• Troubleshoot and resolve change machine errors to ensure continuous operation
• Compliance & Controls
• Ensure all billing practices adhere to company policies, financial controls, and PCI/credit-card regulations
• Absorb chargeback responses and dispute resolution
• Protect confidential financial information with the highest level of integrity

Qualifications

• Previous experience in Accounts Receivable, hotel finance, or hospitality accounting preferred
• Strong understanding of hotel PMS and POS systems (e.g., Opera, PMS, Oracle, Agilysys)
• High attention to detail and strong numerical accuracy
• Excellent communication and customer-service skills
• Ability to work in a fast-paced, luxury hospitality environment
• Proficient in Excel and financial reporting tools

Physical Requirements

• Ability to sit for extended periods while working on a computer
• Light lifting of files, reports, or office supplies as needed

What We Offer

• Competitive salary
• Comprehensive benefits package including employer-subsidized Medical, Dental, and Vision Insurance
• 401(k) Savings Plan with competitive matching
• Paid Time Off, holidays, and potential paid parental leave
• Health & wellness benefits, ongoing training, and professional development through EOS Hospitality leadership programs
• Resort perks including meals during shifts, employee discounts, sister property hotel discounts, and housing assistance where available

Equal Employment Opportunity

Hawks Cay Resort is an Equal Opportunity Employer (EOE). We recruit, employ, train, compensate, and promote regardless of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, veteran status, or any other basis protected by applicable federal, state, or local law. #INDHC Equal Opportunity Employer