Guest Group Event Billing Assistant; Associate

Description

Is God calling you to ministry? For over 75 years, The Billy Graham Evangelistic Association (BGEA) has proclaimed the Gospel through its various ministries. Whether you work at our headquarters in Charlotte, North Carolina, the Billy Graham Library in Charlotte, North Carolina, the Billy Graham Training Center at the Cove (BGTC) in Asheville, North Carolina, Blue Ridge Broadcasting (BRB) in Asheville, North Carolina or a field office abroad, you are part of a team of committed Christians working together to reach people to the ends of the earth with the Gospel.

All employees proclaim the Gospel of Jesus Christ through their employment, and thereby further BGEA’s religious mission.

The Guest Group Events department engages prospective groups who align with the mission of BGTC with strategic marketing and promotion, and personal contact. The department provides event-related information to groups, negotiates event contracts, and delivers accurate billing to groups at the conclusion of their events. It leads the planning of the event with the guest group’s leader to create the internal schedule for their event, which communicates and directs the services needed from Lodging, Guest Service, Technical, and Dining for the event.

The Guest Group Event Billing Assistant is responsible for the billing of Guest Groups who hold events at The Cove. This includes preparing invoices, reconciling discrepancies, preparing financial reports and communicating with Guest Group leaders.

• Maintains a personal, active relationship with Jesus Christ and is a consistent witness for Jesus Christ
• Faithfully upholds BGEA in prayer
• Participates in daily BGEA staff devotions including Bible reading, and leading group prayer as schedule permits
• Demonstrates behavior aligned with BGEA’s Mission Statement, Statement of Faith, Hallmarks, policies, and expectations
• Effectively represents Jesus Christ to those within both personal and professional spheres of influence

• Prepare and issue guest group invoices, statements and bills accurately within ten (10) days after their event
• Verify billing recommendations for additional charges from Guest Services, Food Services, and Technical Services to be included in the invoicing with appropriate supporting documentation of department’s service area
• Reconcile the Group Productivity Report (GPR), V1 financial report and resolve discrepancies for final invoicing report to be submitted for payment to the Guest Group Leader
• Process adjustments, credits, and corrections as needed
• Verify and finalize Guest Group billing for each event on the calendar
• Assist with guest group leader inquiries regarding invoices and payment status
• Assist with credit card payments with guest group billing
• Assist with accounts receivable tracking, reporting and follow up on past due invoices
• Complete month-end Total Billing Report and note outstanding invoices and past due invoices
• Communicate and assist with plans to collect the past due invoices of 45 days or more with Guest Group Supervisor or Guest Services Manager
• Maintain a “Past Due Communication” file with the Guest Group, Contact of the Group, and summary of the agreed upon terms
• Assist with changes or cancellations of guest group reservations
• Complete all assigned tasks by the Guest Group Supervisor or Guest Service Manager in the Guest Group Events Department

• Other duties as assigned by Guest Services Manager

• High School graduate, or equivalent
• One year experience in a related field preferred (accounting, billing, etc.)
• Excellent verbal and written communication skills, especially phone and email
• Detail Oriented
• Knowledge of Visual One property management software, or the willingness to learn and Windows operating system
• Competent using Excel spreadsheet, word processing and database software
• Able to work independently
• Commitment to hospitality and excellence
• Ability to assess and act on BGTC policies and procedures without supervision

• Capacity to…