Rooms & Billing Coordinator

Madden's is an award-winning resort, located on more than 1,000 acres, that anticipates the wishes and desires of vacationers and offers them fantastic golf, upscale dining, lakeside spa, tennis, activity programs for children, biking, shopping, and art gallery with painting classes and almost every kind of on-the-water recreation possible in Minnesota, including fishing. Madden’s has distinguished itself by an emphasis on gracious hospitality, quality, and diversity. Our philosophy is simply to provide the best that Minnesota has to offer. Madden’s is currently seeking seasonal full-time Rooms and Billing Coordinator. (April - October) This individual is responsible for all group and individual bills and reservations. This person would work closely with multiple departments and assure that all guest billing and information is accurately entered such as group masters, contact information, rooming lists and BEO’s.

Billing Coordination:

• Printing outlet receipts.
• Verifying rates on statement.
• Verify early arrival and extended stay accurate rates.
• Rooms are routed correctly.
• Check value adds on contract for credits.
• Check to ensure BEO’s have been posted in Agilysys to appropriate group master.
• Check BEOs to make sure that consumption numbers have been added.
• Verify billing contact prior to arrival.
• Verify billing payment method upfront and apply cc fee if appropriate.
• Account for deposits and ensure they are listed on master and credited off final bill.
• Take deposit payments.
• Pontoons and coolers were posted and billed.
• Follow up on sent bills and answer any questions client has.

Rooms Coordination:

MASTER BILL

• Request rooming list from client with email addresses.
• Enter rooming list.
• Send copy back to client.
• Verify routing details.
• Handle all room list revisions that are sent in.

INDIVIDUAL RESERVATION

• Remind client of deadline dates.
• Process any incoming paper forms and post checks.
• Back up for reservations on any incoming individual group reservation call ins.
• Contact clients and make them aware of deadline.
• Remove unpicked rooms at deadline and communicate with team regarding released rooms.
• Sending room list to client upon request.
• Keep a list of individuals that are billed to master account.
• Send cover sheet to front desk (group name, onsite contact for the group, booking number, anyone whose master billed, rates, package inclusions, anything pertaining to meal tickets for day hoppers, special information)
• Check individual reservations comments report for shares and requests.
• Check for rate accuracy.

Skills and Abilities:

• Organized, great communication, decisive & flexible.
• Excellent listening, speaking, and writing skills.
• Great decision-making skills.
• Must be able to work alongside other people and independently.
• The ability to establish and maintain relationships with vendors and markets is essential.
• Time management.

Education/Experience:

• High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.

Supervisory Responsibilities:

This position does not require any supervisory responsibilities.

Work Environment:

Work is performed in a desk environment.

Physical Demands:

Primarily stationary and sitting for prolonged periods of time. Must have the ability to stand, walk, talk/hear, both in person and by telephone.

Expected Hours of Work:

8:00am – 4:30pm Monday through Friday. This position is expected to be worked at other Sales or Marketing events outside of these specified hours when required.  During peak season all positions may be asked to work weekends.

Travel:

Less than 10% travel is required.

Salary : $20