Group Billing Coordinator-Accounting-Seasonal Position Available In Moore, North Carolina

Group Billing Coordinator-Accounting-Seasonal
Req #7221
Pinehurst, NC, USA Job Description
Posted Thursday, June 19, 2025 at 10:00 PM

CULTURE:

Join a team that’s been welcoming guests for more than a century. At Pinehurst our Culture is critical to delivering a consistent guest, member and employee experience. Our Purpose is, “As the Cradle of American Golf, we honor timeless traditions and inspire legendary stories, one smile, one round, one moment at a time.” Our Values are; Genuine Hospitality, Be Trustworthy, Good Stewards and Inspired Innovation. If you’re seeking a heartfelt workplace then Pinehurst is the place for you. Every role contributes to upholding our treasured culture, performs their job duties consistently and handles other job duties as assigned in our ever-changing environment.

SUMMARY:

The purpose of this position is to set up billing requirements for groups contracted through our Group Sales/Catering Departments as well as member sponsored group events. The coordinator will invoice all clients with master/sub-master accounts, verifying all charges as being correct and providing proper documentation and follow up with each contact to collect payment. EDUCATION and/or

EXPERIENCE

High School Diploma required and a minimum of 6 months related experience; or an equivalent combination of education and experience.

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual should have knowledge of all Microsoft software and the ability to use fax, scanner, copier and printer.
Set up billing requirements for groups contracted through our Group Sales Department as well as member sponsored group events.
Review all information on file to determine that it is current and updated with all last minute or on-site changes.
Work with Credit Manager/Front Desk/Group Reservations for special billing requests including, but not limited to split billing and special custom packages.
Prepare and review each group’s file to include proper documentation (resume, signed sales contract, booking recap, signed golf contract, signed and approved direct billing application/credit card authorization form, rooming list/group member list, banquet event orders and email communications).
Follow up with all items that differ from final contract (special rates, 1 per 50s, package descriptions, etc.)
Attend Pre-convention meetings with group contacts, CSM’s and department representatives as needed, including those scheduled for evenings and weekends.
Attend bill reviews with client, including those scheduled for evenings and weekends.
Provide preliminary invoice to client upon request.
Prepare final invoice within 10 days of departure.
Verify and bill charges posted to local corporate accounts monthly.
Verify all ticket charges are correct according to file documentation.
Verify all package postings are correct according to file documentation.
Verify that all food & beverage meal allocations are properly credited.
Research any charges that do not match file documentation.
Follow up with other departments when charges are missing or incorrect.
Make courtesy calls/emails to contact within 15 days of mailed invoice.
Follow up with collection calls/emails for accounts over 31 days.
Mail statements to accounts on aging each period as needed.
List all contact with client in communication log.
Research disputed items/explain all other charges to contact when requested.
Make manual postings/adjustments and transfer postings when necessary.
Send contact revised invoice when applicable.
Pick up, sort and file group tickets.
Pull any missing tickets.
Pick up, sort and file mail.
Research credit card charges when clients request.
Pull registration cards, tickets, and print folios when required.
File check copies in files and mark as paid.
Sort, scan and index group files in Datamagine for storage.
Maintain standards in compliance with audits.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle or feel, reach with hands and arms, and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand, walk, climb or balance and stoop, kneel, crouch. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet. Pinehurst, LLC reserves the right to transfer any Employee from his/her current job assignment or location to another job assignment or location as needed, either on a temporary or regular basis. Job Details
Pay Type
Hourly
Employment Indicator
Seasonal