BRA_860000_Meeting Coordinator Groups

Job Specific Essential Duties & Responsibilities:

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

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

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.

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.

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.