Collections Coordinator

About the role

The Collections Coordinator supports the billing, credit and collections function within a high-volume shared services environment serving a portfolio of hotel properties across North America. The role partners with hotel Sales, Events and Finance teams and clients to manage credit risk, reduce outstanding receivables and minimise bad debt exposure while keeping positive customer relationships. It covers advance deposits and direct-billed receivables, with a focus on timely payments and accurate documentation.

Key responsibilities

• Create client master accounts in the hotel property management system
• Review group sales and catering contracts to confirm financial terms, concessions and payment schedules
• Invoice advance deposits and collect payments on time according to contractual terms
• Collect payments for invoices for meetings and events services rendered
• Maintain invoicing, collections and activity tracking logs in Smartsheet
• Apply credit card payments daily in the hotel property management system
• Research account disputes and resolve billing discrepancies with group billing coordinators and hotel operations teams
• Maintain the accuracy of Accounts Receivable Aging for assigned hotel locations
• Provide collection status updates to hotel and shared service leaders, and lead monthly meetings reviewing aged receivables and collection progress
• Provide reporting supporting cash flow forecasting for assigned hotel locations
• Support continuous improvement and transformation initiatives and take part in other duties as assigned

Required profile

• Minimum 2 years of billing and accounting/collections experience
• HS Diploma or GED equivalent preferred
• 1-2 years of customer-facing work experience in hospitality or finance
• Ability to work cooperatively, maintain confidentiality and communicate effectively
• Ability to organise workload, adapt to change and deliver under deadline pressure

Required skills

• Standard and intermediate spreadsheet functions in Microsoft Office
• Understanding of the order-to-cash process
• Knowledge of PCI compliance and accounting best practices

What we offer

• Health and wellness benefits and 401(k) with company match
• Paid sick days, vacation, holidays, bereavement leave and pet bereavement
• Tuition reimbursement and pet insurance
• Training and development opportunities, career growth and team member hotel rates