What are the responsibilities and job description for the Rooms Billing Coordinator position at Cabot Citrus OPCO LLC?

Job Description

CABOT

The Cabot Collection is a luxury developer of exceptional golf destinations. Its portfolio of world-class getaways includes the award-winning Cabot Cape Breton in Nova Scotia; Cabot Saint Lucia on the northern tip of Saint Lucia; Cabot Citrus Farms in Central West Florida; Cabot Highlands in Inverness, Scotland; Cabot Revelstoke in British Columbia; and Cabot Bordeaux in the southwest of France. Cabot continues to build upon a legacy of excellence in luxury resort and residential offerings across each unique property, where owners and guests have access to a well-rounded suite of destination-specific experiences and an unparalleled quality of service.

CABOT CITRUS FARMS

Located in the central-west region of Florida, aptly known as the Nature Coast, Cabot Citrus Farms is set across 1,200 acres of pristine natural beauty. The landscape is marked by dramatic elevation changes, rolling hills, sandy soil, and a canopy of sand pines, palmetto trees, and century-old moss-covered oaks. The destination features 56 holes of golf, including two regulation-length courses, Karoo and Roost, a 9-hole course called The Squeeze, and an 11-hole par-3 course named The Wedge. In addition to golf, the property offers luxury accommodations, real estate opportunities, elevated dining, a full range of off-course adventures, and various outdoor trails, embodying a reimagined vision for Florida golf and active wellness.

Position Overview

The Rooms Billing Coordinator at Cabot Citrus Farms is an integral part of the Guest Experience, ensuring seamless financial processes for guests before, during, and after their stay. This team works collaboratively with the Concierge, Reservations, and Front Desk teams to gather and organize billing details, set up accurate guest folios, and oversee all charges to ensure billing accuracy and transparency. With a focus on efficiency and guest satisfaction, the Guest Billing Team ensures that every aspect of the financial experience reflects the high standards of Cabot Citrus Farms.

Key Responsibilities

Responsible for communicating with guests of any details related to the guest folio including but not limited to coordinating billing preferences, reconciliating chargers, applying refunds, presenting folios, and explaining charges in detail.
Distribute secure and confidential Canary links for guests to input their credit card information prior to arrival.
Communicates incidental holds per day that will be applied to guest credit cards.
Ensure individual credit cards are properly attached to guest folios in the Opera system for seamless billing.
Monitor and manage all charges during the guest’s stay, including food and beverage, retail, and non-golf activities, ensuring accurate billing to personal folios.
Ensure all deposits are appropriately applied to each reservation, run second deposits and transfer deposits to appropriate accounts.
Audit deposit rules to ensure proper running of payment at the appropriate scheduled times.
Conduct final audits of guest folios before check-out, verifying accuracy and ensuring all charges align with guest preferences for a smooth departure experience.
Act as the primary liaison between the Concierge, Front Desk, and Reservations teams to

ensure alignment on billing processes.

Adhere to company compliance requirements, confidentiality, privacy policies and all local, state and federal regulations.

Ensure all guest interactions are handled with the highest level of professionalism and hospitality

Foster a positive work environment that promotes teamwork and high morale

Handle guest disputes, inquiries, complaints, and requests in a professional and timely manner

Set up billing profiles in the Agilysys system for golf tee times and pre-arranged activities

Qualifications

Bachelor’s degree in hospitality management, Business Administration, or related field preferred.

Minimum of 3-5 years of experience in hospitality or customer service.

Proficiency in Opera, Agilysys, Medallia, and Canary systems.

Strong leadership and team management skills.

Excellent communication and interpersonal skills.

Ability to handle multiple tasks and prioritize effectively.

Strong problem-solving skills.

Accurate, detail-oriented with a focus on guest satisfaction.

Work Conditions

Ability to stand and walk for extended periods.

Ability to lift and carry items up to 25 pounds.

Flexibility to work various shifts, including evenings, weekends, and holidays.

Adaptability to perform effectively in various weather conditions, including rain, wind, heat, and cold.

Our greatest asset, and the key to our success, is our team. By attracting the most caring, engaging and driven people in the world of golf and hospitality, we have developed an incredibly positive and exceedingly vibrant culture. With a focus on the principles of the Golden Rule - treating others as we wish to be treated - the warmth, kindness and good nature of our team is ultimately what sets Cabot apart. Work hard and be nice to people - it's as simple as that!

If your values align with the Cabot vision, we welcome you to apply and join our amazing team who is building this one-of-a-kind property!

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