Group Housing and Billing Coordinator

Group Housing & Billing Coordinator

Location: AC Hotel San Antonio Riverwalk & Element by Westin San Antonio Riverwalk

Department: Sales & Marketing

Reports To: Director of Sales & Marketing

Overview

Join the dual-branded AC Hotel and Element by Westin San Antonio Riverwalk, where design, service, and purpose meet in the heart of downtown. As the Group Housing & Billing Coordinator, you’ll ensure our group guests enjoy a seamless experience from booking to final bill. This position plays a crucial role in managing group reservations, coordinating billing, and maintaining clear communication between guests and hotel departments to ensure every event is successful and every detail is right.

Key Responsibilities

Group Housing & Reservations

·        Serve as the main contact for group housing from pre-arrival through departure, ensuring all group reservation needs are met.

·        Accurately input and maintain group blocks in systems such as Lightspeed, CI/TY, and Passkey.

·        Process all reservation requests, changes, and cancellations received via phone, email, or system interfaces.

·        Verify availability, confirm rates, and ensure all special requests and guarantees are properly documented.

·        Monitor group pickup, adjust inventory as needed, and release rooms according to contractual deadlines.

·        Prepare and distribute reports including rooming lists, pickup summaries, attrition updates, and post-convention recaps.

Billing & Accounting

·        Set up accurate billing accounts in accordance with company policies (share-with, direct billing, tax-exempt, and group master accounts).

·        Review and issue invoices, folios, and account statements promptly and accurately.

·        Collaborate with Accounting, Events and Front Office teams to ensure smooth and timely billing for all group business.

·        Resolve billing questions or discrepancies professionally, ensuring clear communication with clients and internal departments.

Communication & Coordination

·        Act as the liaison between Sales, Events, Front Office, and Accounting to align all group details and deliver a seamless experience.

·        Maintain open communication with meeting planners, group contacts, and housing bureaus to confirm and update group details.

·        Attend pre-convention meetings, resumes, and post-event reviews, providing reports and updates to stakeholders.

·        Support sales efforts by ensuring contractual room block commitments are met and service standards are upheld.

Guest Service & Brand Standards

·        Deliver genuine, anticipatory service that reflects both the AC Hotel and Element by Westin brands.

·        Follow all safety, security, and company policies, maintaining professionalism and confidentiality at all times.

·        Ensure accuracy in all documentation, maintain high attention to detail, and communicate clearly and professionally with all guests and colleagues.

·        Foster teamwork across both hotels to achieve shared goals and consistently exceed guest expectations.

Additional Duties

·        Participate in scheduled training, sales meetings, and operational briefings.

·        Perform other reasonable tasks as assigned by supervisors or management.

Qualifications

·        Prior hotel experience in group housing, reservations, or billing preferred.

·        Working knowledge of systems such as CI/TY and Lightspeed is a plus.

·        Strong organizational and multitasking abilities with exceptional attention to detail.

·        Excellent written and verbal communication skills.

·        Professional demeanor and commitment to guest service excellence.

·        Ability to move, lift, or carry items up to 10 lbs.