Group Billing Coordinator

Pyramid Global Hospitality is a leading hospitality management company with a portfolio of more than 200 hotels and resorts and over 18,000 associates across the United States, Caribbean, and Europe. Our platform includes Benchmark Resorts & Hotels, a collection of distinctive independent properties; Axiom Hospitality, our European hotel management company; and PYRAMIDWORKS, which provides integrated workplace and facilities services. With corporate offices in Boston, The Woodlands, Texas, and London, Pyramid combines global scale with a hands-on approach focused on exceptional service, operational excellence, and long-term partnerships.

At Pyramid, our people are at the heart of everything we do. We are committed to creating an environment where associates are respected, supported, and empowered to grow their careers. Team members have the opportunity to collaborate directly with experienced leaders, take on meaningful stretch assignments, and gain exposure to a diverse portfolio of properties, brands, and markets. Whether you are beginning your hospitality career or bringing years of experience, you'll find opportunities to learn, develop, and make an impact.

Our commitment to associates, guests, owners, and the communities we serve has helped make Pyramid and our properties among the most recognized in hospitality. From being named among the best places to work by respected publications such as USA Today, The Boston Globe, and The Houston Chronicle to earning top travel accolades from Travel + Leisure, Condé Nast Traveler, Forbes Travel Guide, and U.S. News & World Report, these recognitions reflect the culture, service excellence, and commitment to people that define the Pyramid experience.

About our property:

Sunseeker Resort Florida Gulf Coast, by Curio is a stunning waterfront destination located in Southwest Florida, offering the perfect blend of luxury and leisure. With 785 guest rooms and more than 60,000 square feet of event and meeting space, the resort is designed to accommodate both upscale leisure getaways and dynamic business gatherings. Guests can indulge in an impressive collection of 18 food and beverage outlets, from fine dining to casual coastal fare, showcasing flavors from around the world. The resort also features a luxurious pool scene, including the largest rooftop pool in Florida, providing sweeping views of Charlotte Harbor and an elevated, resort-style experience. Sunseeker is where elevated hospitality meets sun-soaked relaxation.

What you will have an opportunity to do:

The Group Billing Coordinator is responsible for overseeing all aspects of group billing, including pre-arrival planning, on-site financial operations, and post-departure reconciliation. This role is critical to ensuring billing accuracy, timely processing of deposits and payments, and the delivery of exceptional service throughout the entire group lifecycle.

Working collaboratively with Group Housing, Reservations, Front Office, Sales, Event Management, and Finance, the Group Billing Coordinator serves as a key liaison to ensure a seamless financial experience for both internal stakeholders and group clients from initial planning through final billing reconciliation after departure.

All duties are performed in accordance with department and Sunseeker Resort policies, practices and procedures. 

JOB DUTIES:

• Manage all aspects of group billing to ensure accurate and timely financial processing throughout the group lifecycle.
• Create, maintain, and reconcile master billing folios, direct billing accounts, and routing instructions, ensuring charges are allocated correctly by date, transaction code, and billing responsibility.
• Collect, monitor, and process group deposits in accordance with contractual payment schedules.
• Review group contracts, Banquet Event Orders (BEOs), and billing instructions to verify payment terms, concessions, authorized charges, and billing arrangements prior to arrival.
• Audit billing setup and routing within Delphi, ONQ/PMS, POS, and related systems to ensure accuracy and alignment across platforms.
• Attend pre-convention and pre-arrival meetings as the group billing representative, communicating financial expectations and identifying billing requirements with internal teams and clients.
• Coordinate with Sales, Event Management, Group Housing, Front Office, Food & Beverage, and Finance to ensure all revenue is posted accurately and billing instructions are executed correctly.
• Monitor daily operational reports, including guest lists, rooming lists, cancellations, no-shows, and occupancy changes, to validate billing accuracy.
• Reconcile Property Management System (PMS) and Point of Sale (POS) charges for guestrooms, events, and group functions.
• Verify the accuracy of attrition charges, cancellation fees, contractual revenue, and final billing calculations.
• Perform comprehensive pre-arrival, in-house, and post-departure billing audits to ensure all contracted revenue, miscellaneous charges, taxes, and adjustments have been posted accurately.
• Research, investigate, and resolve billing discrepancies, disputed charges, and posting errors in a timely and professional manner.
• Prepare, reconcile, and distribute group invoices, billing statements, final account reconciliations, and closing packets.
• Generate and maintain group billing status reports, deposit tracking reports, aging reports, and financial reconciliation reports for Finance and operational leadership.
• Conduct on-site billing reviews and account reconciliations with clients, meeting planners, or event representatives as needed.
• Manage all aspects of direct billing, ensuring required documentation, approvals, and payment authorizations are obtained and maintained.
• Review and process tax exemption documentation for group master accounts and eligible attendees, ensuring compliance with company policy and preparing monthly tax exemption packets for Finance.
• Maintain compliance with all company policies, internal controls, accounting standards, and applicable local, state, and federal regulations.
• Support departmental operations by performing additional duties and special projects as assigned

What are we looking for?

MINIMUM REQUIREMENTS:

Combination of Education and Experience will be considered. Sunseeker Resort performs criminal background checks on all candidates. Candidates will need to be authorized to work in the US as defined by the Immigration Act of 1986. Sunseeker Resort uses E-Verify to confirm the eligibility of all newly hired employees to work in the United States. For more details on E-Verify visit e-verify.gov.

Required:

• High School Diploma, GED or equivalent 
• 2+ years of billing, accounting, or hospitality finance experience, preferably in a resort or hotel setting.
• Proficiency with PMS (e.g., ONQ), POS systems, Delphi.fcd and billing software.
• Experience handling direct billing accounts.
• Strong working knowledge of accounting principles and billing practices.
• Strong written and verbal communication skills.

OTHER MINIMUM REQUIREMENTS:

• Ability to work varied shifts, including weekends and holidays
• Working knowledge of Microsoft Office
• Excellent customer service skills
• Ability to function well under pressure, manage multiple priorities, and meet established deadlines
• Must possess mature personal discretion and sound judgment
• Strong leadership abilities, sound judgment, superior problem solving and decision-making skills
• Excellent organizational, analytical and project management skills, with particular attention to quality and detail
• Interpersonal skills to deal effectively with all business contacts
• Professional appearance and demeanor

Compensation:

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Pyramid Global Hospitality is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Actual compensation packages are based on a wide array of factors unique to each candidate, including but not limited to skill set, years & depth of experience, certifications and specific office location. This may differ in other locations due to cost of labor considerations.