Group Billing Coordinator

About the Role

We are committed to being the most experience-obsessed and innovative sports and hospitality management company globally. We encourage you to apply if you're eager to join a high-performing team that curates and delivers memorable experiences for our guests, communities, and team members.

Who We Are

Inspired by Bill Foley's legacy and his passion for sports, wine, and people, Foley Hospitality curates and delivers experiences that our guests cherish, our communities embrace, and our team members celebrate. We have sports teams, wineries, and hotels located worldwide, dedicated to offering exceptional moments.

Purpose

The Group Billing Coordinator is responsible for ensuring accurate, timely, and complete billing preparation for group events, weddings, banquets, room blocks, and other contracted business across Foley Hospitality's hotel portfolio. This role exists to safeguard revenue integrity by managing group billing setup, monitoring active folios, reconciling final charges, and delivering complete, billing-ready documentation to Accounts Receivable. The Coordinator serves as a key partner to Sales & Marketing, Events, Front Office, Food & Beverage, Operations, and Finance while ensuring group accounts are accurate before they are closed or transferred to AR.

Core Tasks

This role will involve a variety of tasks, with your primary responsibilities outlined below:

• Review executed contracts, amendments, banquet event orders, group resumes, rooming arrangements, and Billing Instructions to identify payment responsibilities and billing requirements.
• Review group master accounts and billing instructions in the property management system to confirm that charge routing, contracted rates, taxes, service charges, concessions, complimentary items, and approved payment arrangements are accurately configured; coordinate any necessary corrections with Sales, Events, Reservations, Front Office, and Operations.
• Maintain a centralized group billing calendar; identify required deposit amounts and due dates, submit timely collection requests to the designated Accounting team member, monitor completion, and escalate overdue or unresolved items.
• Confirm direct-bill approval and credit status with the AR Specialist before implementing credit arrangements in the property management system.
• Review active group and event folios through the billing cycle to identify missing, duplicate, unauthorized, or improperly routed charges and coordinate corrections with the responsible department.
• Reconcile final master accounts and related folios, confirm that all contracted revenue and supporting documentation have been received, and ensure deposits and approved adjustments are accurately reflected before handoff.
• Prepare complete billing packages and certify accounts as Ready for AR, including finalized folios, contracts, BEOs, signed checks, billing instructions, deposit detail, tax support, approvals, and client invoice requirements.
• Research and resolve pre-AR billing discrepancies and partner with Sales & Marketing, Events, Front Office, Food & Beverage, and Operations to address contractual, operational, and documentation issues.
• Track open group accounts, billing readiness, and processing deadlines across the portfolio; communicate exceptions and recurring issues to Finance leadership.
• Support Finance leadership in process improvement initiatives, standard operating procedures, training, and special projects as assigned.

Cultural Values

Your success with us is about what you do and how you do it. Our 'how' is guided by our core values:

• Have Integrity. We seek people who are humble and demonstrate high character.
• Be Entrepreneurial. We value innovation and resilience in our team members.
• Be a Team Player. We appreciate people who are inclusive and ready to support others when needed.
• Always be advancing, never retreating. We want people who are committed to constant growth and always strive for excellence.
• Be Engaged. We want people who will be actively invested in making Foley Hospitality successful.

Skills & Qualifications

• Associate's or Bachelor's degree in Accounting, Finance, Hospitality Management, or related field preferred.
• 2-4 years of experience in hotel group billing, event billing, front office accounting, accounts receivable, or a related hospitality finance role.
• Strong knowledge of group contracts, banquet event orders, master accounts, charge routing, folio reconciliation, deposits, taxes, service charges, and supporting documentation.
• Proficiency with property management systems; experience with catering or event systems and advanced Excel skills are a plus.
• Exceptional attention to detail, accuracy, organization, and follow-through across multiple properties and competing deadlines.
• Strong communication and interpersonal skills; able to partner effectively with Finance, Sales & Marketing, Events, Front Office, Food & Beverage, Operations, and external clients.
• Ability to interpret contractual billing terms, identify discrepancies, and drive timely resolution.
• Demonstrated problem-solving skills, sound judgement, and initiative to improve billing processes and protect revenue integrity.
• Commitment to upholding Foley Hospitality's cultural values and delivering service excellence.