The Billing & Revenue Coordinator is responsible for the accurate, timely, and professional administration of billing and revenue processes for all catering and special events. Supporting a high-volume Catering & Events department that generates approximately $9 million in annual revenue, this role plays a critical part in ensuring financial accuracy, revenue integrity, and exceptional service standards.

Serving as the financial backbone of the department, the Billing & Revenue Coordinator oversees event billing, reconciliations, and reporting while ensuring the accuracy of Special Events profit and loss statements. This position works closely with the Catering & Events team, Finance department, and Club leadership to maintain seamless financial operations and support informed business decisions.

Success in this role requires exceptional attention to detail, strong financial and analytical skills, sound judgment, and the ability to manage a large volume of events in a fast-paced environment. The individual must handle member accounts with the highest level of professionalism, confidentiality, and discretion while consistently upholding the standards expected within a premier private club setting.

To effectively support the financial functions of the department, the Billing & Revenue Coordinator must develop a comprehensive understanding of all Catering & Special Events processes, workflows, and operational requirements. This knowledge is essential to ensuring accurate billing, revenue recognition, and financial reporting throughout the event lifecycle.ESSENTIAL DUTIES AND RESPONSIBILITIES:

Event Billing & Invoicing

• Prepare, review, and issue invoices for all catering and special events, including deposits, progress payments, and final billings, in accordance with event contracts, estimates, and Club policies.

• Monitor payment schedules and proactively communicate with clients regarding deposit requirements, payment deadlines, outstanding balances, and account status.

• Prepare and distribute final event statements promptly upon completion of all event charges and deposits, ensuring clients have the opportunity to review all final billing details.

• Verify billing accuracy by reconciling charges against Banquet Event Orders (BEOs), contracts, guest guarantees, consumption reports, and post-event adjustments.

• Accurately post event charges, payments, deposits, refunds, credits, and adjustments within the Club’s Northstar software system.

• Perform monthly balance sheet reconciliations for banquet deposits and ensure all event-related transactions are properly accounted for.

• Ensure all invoices and statements are processed and distributed within established departmental timelines.

Revenue Management & Financial Controls

• Manage event revenue throughout the entire event lifecycle, from contract execution through final payment and account reconciliation.

• Process special event billings through Northstar, post charges to member accounts, maintain special event billing records, and prepare monthly journal entries to accurately record revenue.

• Support internal and external audits by providing required documentation, financial reports, reconciliations, and transaction explanations.

• Maintain and manage tax-exempt documentation and ensure compliance with applicable tax requirements.

• Prepare and distribute nontraditional event tracking correspondence for qualifying events and maintain accurate tracking records and reporting.

Financial Reporting & Analysis

• Prepare and provide financial reports, revenue summaries, and event billing analysis to the Director of Catering & Special Events, Special Events leadership, and Finance as requested.

• Assist with departmental forecasting, budgeting, and financial planning initiatives by providing accurate revenue and billing data.

• Support the preparation and review of Special Events profit and loss statements, ensuring financial accuracy and revenue integrity.

Coordination & Communication

• Serve as the primary liaison between the Catering & Special Events Department and the Finance/Accounting teams regarding billing, revenue, and financial matters.

• Collaborate with event managers and catering staff to resolve billing discrepancies and ensure accurate event financial records.

• Respond to member and client billing inquiries promptly, professionally, and confidentially while maintaining exceptional service standards.

• Communicate financial information clearly and effectively to internal stakeholders and external clients.

Systems & Process Management

• Maintain accurate event billing and financial data within the Club’s event management and accounting systems.

• Ensure all required event documentation, including contracts, BEOs, guarantees, invoices, and supporting financial records, is properly maintained and attached to event files.

• Identify opportunities to improve billing processes, controls, accuracy, and operational efficiency.

• Ensure compliance with Club policies, accounting standards, financial controls, and established internal procedures.

• Support ongoing process improvement initiatives that enhance revenue tracking, reporting accuracy, and overall departmental effectiveness.

Education & Experience

• High school diploma or equivalent (GED) required.

• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, Hospitality Management, or a related field preferred.

• Minimum of two (2) years of experience in event billing, hospitality accounting, catering finance, accounts receivable, or a related financial role.

• Previous experience in a high-volume hospitality, hotel, catering, event management, or private club environment strongly preferred.

Knowledge, Skills & Abilities

• Strong understanding of event billing processes, Banquet Event Orders (BEOs), event contracts, service charges, gratuities, and hospitality revenue management practices.

• Demonstrated ability to accurately manage large volumes of transactions and event accounts while meeting strict deadlines.

• Exceptional attention to detail with strong organizational, analytical, and problem-solving skills.

• Proficiency in accounting, billing, and event management systems; experience with Northstar or similar club management software is preferred.

• Advanced proficiency in Microsoft Excel and other Microsoft Office applications.

• Strong written and verbal communication skills, with the ability to effectively interact with members, clients, vendors, and internal stakeholders.

• Ability to maintain confidentiality and exercise sound judgment when handling sensitive member and financial information.

• Proven ability to prioritize multiple responsibilities, adapt to changing business needs, and work independently in a fast-paced environment.

• Commitment to delivering exceptional service while maintaining the professionalism and standards expected within a premier private club environment.