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Job Specific Essential Duties & Responsibilities:
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Data Accuracy & Reporting
- Spend and cost savings data entry into StarCite meeting management tool.
- Quality control of final budgets for accuracy in spend and savings reporting.
- Enter final billing budget into Maconomy
- Complete final reconciliation of program ledger and update Analytix reporting to reflect final financial summary document
- Prepare final labor reports
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Billing
- Identify revenue variances between original and final bill
- Identify billing opportunities to maximize revenue
- Monitor group balance transactions and make additional revenue adjustments as necessary
- Prepare final closing invoice in Maconomy and close program
- Prepare journal entries, job reallocations, revenue adjusting entries and invoices as required
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Supplier Partnerships
- Resolve billing discrepancies with vendors
- Collect all hotel commissions due
- Evaluate the accuracy and completeness of on-site billing
- Reconcile all vendor invoices against on-site billing documents and purchase agreements
- Review vendor invoices and compare against vendor contracts to ensure accuracy.
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Project Management
- Manage billing reconciliation process for meeting and event expenditures.
- Work with planning leads to produce accurate final invoices.
- Execute payments within client guidelines and policies.
- Perform audit and file close out procedures within customer required timeline.
- Prepare final billing according to client and internal guidelines. Review with the Program Manager and Account Executive and make changes as necessary.
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Communication
- Manage and track discrepancies, discounts and/or credits and communicate as necessary.
- Ensure all required financial documentation is uploaded to customer meeting management system.
- Provide client with necessary backup and documentation upon request.
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