Ocean Signature Resorts Billings and Collections Coordinator

We are seeking a highly organized and detail-oriented Billings and Collections Coordinator to join our team. The ideal candidate will be responsible for managing the full billing and payment lifecycle, ensuring the financial accuracy and timeliness of all collections and invoicing processes.

Key Areas of Responsibility

I. Collections & Payment Processing

• Manage the full lifecycle of incoming payments, including those from Local Tour Operators (TTOO), Online Travel Agencies (OTAs), virtual/credit cards, Companies, and direct guest payments.
• Ensure the accurate recording of bank transfers and POS (Point of Sale) transactions into SAP.
• Monitor adherence to contracted payment terms and actively minimize overdue balances.
• Track and resolve rate discrepancies to ensure the company receives the full contracted amounts.
• Process customer refunds as required.
• Ensure monthly collection reports are shared timely with Income Audit.
• Maintain organized archives of all payment support documentation (vouchers, contracts, and receipts) for internal control and audit purposes.

II. Comprehensive Invoicing & Billing

• Ensure the daily generation of invoices for all reservations, events, weddings, and any other type of business.
• Invoice daily arrivals for both national and foreign agencies, which involves verifying pax counts, nights, and contract terms.
• Ensure the daily issue and completion of electronic invoices to SAP.
• Manage invoicing for weddings, groups, and production events, including reconciliation with group accounts before final billing.
• Issue proforma invoices for agencies and fulfill manual invoice requests from customers and the front office.
• Coordinate with the Reception team to review reservation files and process billing based on daily arrival reports.
• Follow up on rate discrepancies and review reservation adjustments to correct errors made during initial data entry.

III. Commission Management

• Calculate and format commission payments for major platforms such as Booking.com, Expedia, and Despegar, as well as general travel agencies.
• Upload rates and promotions to ensure accurate invoicing for specific partners.

Required Skills and Qualifications

• Education: Associate’s or Bachelor's degree in Finance, Accounting, or Business.
• Experience: Minimum of 2 years of proven experience in billing, accounts receivable, or collections.
• Ideal Skill Proficiency: Strong proficiency with SAP and Microsoft Office.
• Core Competencies: Must possess excellent communication and interpersonal skills, high attention to detail, and mathematical accuracy.