Membership Billing Coordinator

Scope of Position

The Membership Billing Coordinator is responsible for the daily administration of member billing, payment processing, account reconciliation, collections follow-up, and member account support functions. This position serves as a liaison between Finance and Club Members, ensuring all account activity is handled accurately, discreetly, and with exceptional care. The ideal candidate is organized, detail-oriented, proactive, and capable of balancing hospitality with strong financial accountability.

Position Requirements

• Minimum of 2 years of accounting, membership billing, accounts receivable, or hospitality finance experience preferred 
• Previous private club, golf club, country club, resort, or luxury hospitality experience strongly preferred 
• Strong customer service and interpersonal communication skills 
• Proficiency in Microsoft Office, particularly Excel 
• Experience with accounting systems, club management systems, or property management systems preferred 
• Strong attention to detail and organizational skills 
• Ability to prioritize tasks and work independently in a fast-paced luxury environment 
• Professional written and verbal communication skills 
• High level of integrity and discretion when handling confidential financial information

Responsibilities

• Prepare and process monthly member billing statements and invoices accurately and timely 
• Post daily payments including credit cards, ACH, wire transfers, checks, and house account activity 
• Maintain accurate member account records within the Club accounting and membership systems 
• Reconcile member accounts and investigate discrepancies promptly 
• Monitor aging reports and professionally follow up on outstanding balances 
• Assist with payment arrangements and recurring billing setups when applicable 
• Respond to member inquiries regarding invoices, payments, account balances, and billing activity with professionalism and urgency 
• Handle sensitive financial conversations with discretion and hospitality 
• Support dispute resolution and credit card chargeback research 
• Collaborate with Club leadership and operational departments to resolve member account concerns efficiently 
• Assist with month-end close responsibilities related to membership accounting 
• Support credit meetings and aging review preparation 
• Maintain organized financial records and supporting documentation 
• Assist with special projects, reporting, audits, and process improvement initiatives as assigned by Finance Leadership 
• Ensure compliance with internal controls, accounting procedures, and company policies

Education

• 2-year University/College degree in Finance, Accounting, or related major plus a minimum of 2 years experience working in a large-scale hotel, preferred.

OR

• 4-year University/College degree in Finance, Accounting, or related major.

Skills and Abilities

• Ability to communicate in the English language. A second language is a plus.
• Strong problem-solving and analytical abilities.
• Ability to create and maintain spreadsheets as well as analyze and summarize financial data using appropriate financial software.
• Ability to add, subtract, multiply, or divide quickly, correctly, and in a way that allows one to solve work-related issues.
• Ability to work flexible schedules including holidays and weekends and able to perform multiple tasks.
• Experience using computers and software programs such as Microsoft Office (Word, Excel, and Outlook).

Physical Requirements

• Continuously, sit at a desk for long periods of time in front of a computer screen.
• Intermittently twist to reach equipment or supplies surrounding the desk.
• Use telephone and computer keyboard daily.
• Physically fit to lift, pull, and push items up to 50 pounds.
• Standing/walking/reaching and bending throughout shift.