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 organiza