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.