Rooms & Billing Coordinator

Property Description

The Westin Indianapolis is a prestigious downtown hotel located in the heart of Indianapolis, Indiana, offering exciting career opportunities for job applicants looking to join the hospitality industry. As part of the Westin brand, known for its focus on well-being and guest satisfaction, employees at The Westin Indianapolis can expect to work in a supportive and positive environment. The hotel offers a range of employment opportunities, from guest services to culinary, events, and more, providing a diverse and fulfilling career path. The Westin Indianapolis is committed to creating a culture that values personal and professional growth, teamwork, and exceptional guest experiences. Employees can expect to work in a modern and stylish environment, where they can showcase their skills, advance their career, and be part of a team that delivers exceptional service to guests. Joining the team at The Westin Indianapolis presents an exciting opportunity to be part of a renowned hotel that is dedicated to creating memorable experiences for guests in the vibrant city of Indianapolis.

Overview

Position Summary

The Rooms and Billing Coordinator is a Front Office–based position with a strong accounting focus. This role is responsible for managing the complete lifecycle of airline crew reservations and billing, from creating reservations based on airline manifests through completing accurate monthly invoicing.

The coordinator serves as a key liaison between Front Office and Accounting, ensuring reservation details, daily sign-in records, and billing information are accurate and properly documented. The position also provides support to Accounts Receivable and Service Express based on business needs.

Essential Duties and Responsibilities

Airline Reservations and Billing

• Manage the full lifecycle of airline crew reservations.
• Create and update reservations using airline manifests and other supporting documentation.
• Review manifests for accuracy and communicate discrepancies to the appropriate parties.
• Audit daily airline sign-in sheets to verify guest names, dates, room usage, rates, and billing information.
• Research and resolve discrepancies involving reservations, sign-in sheets, room charges, or billing.
• Maintain organized and accurate supporting documentation for all airline accounts.
• Prepare and complete monthly airline billing within established deadlines.
• Partner with Front Office and Accounting leaders to ensure all airline revenue is accurately captured and invoiced.
• Respond to billing questions and assist with researching disputed or missing charges.
• Maintain confidentiality of guest, company, and financial information.

Accounting Support

• Assist Accounts Receivable with account research, documentation, reconciliation, and other assigned responsibilities.
• Assist with processing and tracking group deposits.
• Verify that payments and deposits are properly documented and applied.
• Support month-end billing and reconciliation activities as needed.
• Perform other accounting-related duties as assigned.

Front Office Support

• Provide support to Service Express and the Front Office during periods of increased business volume or operational need.
• Assist guests and internal departments with questions while providing professional and timely service.
• Communicate reservation, rooming, and billing information accurately across departments.
• Maintain a professional, organized, and guest-ready workspace.
• Perform other Front Office duties as assigned.

Position Location and Reporting Structure

• This position is based in the Front Office Service Express area.
• Reconfiguration of the workspace is recommended to provide an appropriate environment for billing, documentation, telephone responsibilities, and confidential account information.
• The position reports jointly to Front Office and Accounting leadership.
• Front Office and Accounting will partner in the interviewing and selection process.
• Work priorities and performance expectations will be coordinated between both departments.

Qualifications

• Previous experience in hotel Front Office operations, reservations, accounting, billing, or Accounts Receivable is preferred.
• Experience with hotel property-management systems and accounting or billing systems is preferred.
• Strong attention to detail and commitment to accuracy.
• Ability to review and reconcile reservations, manifests, sign-in sheets, and financial records.
• Strong organizational and time-management skills.
• Ability to manage recurring daily and monthly deadlines.
• Effective written and verbal communication skills.
• Ability to identify discrepancies, research issues, and follow through to resolution.
• Proficiency with Microsoft Office, particularly Excel and Outlook.
• Ability to work collaboratively with Front Office, Accounting, airline representatives, and other hotel departments.
• Ability to handle confidential guest and financial information appropriately.

Key Competencies

• Accuracy and attention to detail
• Financial and billing aptitude
• Organization and follow-through
• Problem-solving
• Guest service
• Cross-departmental collaboration
• Professional communication
• Accountability
• Ability to prioritize multiple responsibilities

Schedule

The schedule will be based on business and operational needs. Flexibility may be required during month-end billing, periods of high airline activity, and peak hotel occupancy.

 

Qualifications

• Bachelor's degree in accounting or related field preferred
• 1-2 years of experience in accounting or finance
• Strong understanding of accounting principles and practices
• Excellent analytical and problem-solving skills
• Strong attention to detail and accuracy
• Ability to work efficiently and effectively in a fast-paced environment
• Proficient in Microsoft Excel and accounting software
• Excellent communication and interpersonal skills.

Benefits

Davidson Hospitality Group is an award-winning, full-service hospitality management company overseeing hotels, restaurants, dining and entertainment venues across the US.   A trusted partner and preferred operator for Hilton, Hyatt, Kimpton, Marriott, and Margaritaville, Davidson offers a unique entrepreneurial management style and owners’ mentality that provides the individualized personal service of a small company, enhanced by the breadth and depth of skill and experience of a larger company. In keeping with the company’s heritage of delivering value, Davidson is comprised of four highly specialized operating verticals: Davidson Hotels, Pivot, Davidson Resorts and Davidson Restaurant Group.

In keeping with the company’s heritage of delivering value to its owners and team members, Davidson offers a rich benefit program with a variety of benefits designed to enrich the lives and well-being of our team members and their families.

• Multiple Tiers of Medical Coverage
• Dental & Vision Coverage
• 24/7 Teledoc service
• Free Maintenance Medications
• Pet Insurance
• Hotel Discounts
• Tuition Reimbursement
• Paid Time Off (vacation, sick, bereavement, and Holidays). 
• 401K Match

Working at Davidson is like nowhere else. It’s less of a job, more of a calling. It’s part career, part revolution. Because whatever you do here, you play a part in helping redefine the way quality hospitality is delivered to our guests, our clients, our partners, and each other.EOE AA- Minorities/Females/Vet/Disability/Gender Identity/Sexual OrientationDavidson Hospitality is a drug free workplace.  Pre-employment drug test and background check required.  We participate in E-Verify.