Member Services Billing and Payroll Manager

Yellowstone Club is paradise in Montana. A private residential community in Big Sky, Montana, Yellowstone Club offers its members the world’s only private ski and golf community. With fabulous skiing and snowboarding and the most gorgeous spring and summer weather to enjoy the 18-hole golf course, rivers, hiking, biking, and more, our Members love being a part of this exceptional community. Our employees make the Yellowstone Club experience come alive. If you would love being a part of the Montana charm and providing the highest level of guest service, ensuring no detail is too small to overlook, and being a part of creating experiences, then Yellowstone Club is looking for you.

Yellowstone Club’s Member Services department is currently seeking candidates for a Member Services Billing and Payroll Manager. This is a full-time year-round position located in Big Sky, Montana.

Purpose: The Member Services Billing and Payroll Manager is primarily responsible for billing Member Services charges, managing the Operations Office, assisting in daily administrative functions.

Essential Job Functions:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Greets guests arriving to the Operations Office in a friendly and helpful manner;
• Assists with telephone, fax, email or mail communications;
• Help maintain a tidy office clear of clutter and unnecessary items;
• Communicate with the Senior Concierge Manager on a daily basis regarding new projects and information;
• Occasionally Assist Director of Member Services and Executive Assistant & Membership Secretary with administrative tasks and special projects assigned;
• Office supplies: order, maintain, and stock office supplies for the Operations Office;
• Operations Copy Machines: maintain supplies and service appointments for the Ops Office Printers;
• Member Computers; maintain supply levels and ensure all equipment is in working condition, contacting technology when issues arise;
• Obtain proper Notary Public of Montana certification and be available to assist Members and Guests as well as club-related business etc.;
• Manage Financials in SAP/Concur: Codes all Member Services invoices and Purchase card charges. Runs weekly reports and uploads all member billing into TEI.
• Manage the Billing Concierge inbox by communicating internally with YC departments and third party vendors.
• Manage the Outside Services calendar that includes all third party billing details.
• Upload billing imports into our Member database
• Resolve customer account errors in the Member database.
• Process credits and resolve billing disputes.
• Coordinate with new third party vendors regarding services and service implementation.
• Maintain billing related documents/resources/draft emails with the most updated Outside Services information.
• Updates Registrants for Events prior to events happening with correct Member/guest information. Will utilize all resources such as Dashboard to update as many blank names as possible.
• Manages all Club Event billing needs. To include updating all registrants to the best of their ability utilizing TEI resources.
• Manages all Club Event disputes/credits.
• Attends Club Events and provides assist with event check in.
• Practices creative problem solving.
• Continually update Billing Concierge Manual to ensure future growth is successful.

Other Duties and Responsibilities:

• Digital file organization and management.
• Data input and management.
• Follow established processes and procedures.
• Perform all job duties with a high level of attention to detail.
• Excellent problem solving skills, ability to work well under pressure and a strong desire to learn.
• Perform all duties and responsibilities in a timely and efficient manner in accordance with established Club policies, procedures, and standards of service to achieve the overall objectives of this position.
• Meet departmental productivity, organization, punctuality/attendance and consistency standards.

• Treat Members, guests, vendors, customers and co-workers with professionalism and respect at all times.
• Maintain privacy of our Members at all time.
• Maintain a clean and neat appearance at all times.
• Communicate regularly and effectively with all employees, supervisors, and managers.
• Perform work in a safe and high quality manner.
• Must be able to work flexible work hours/schedule including evenings, weekends and holidays. Long hours may be required due to business demands.
• Nothing in this job description restricts management’s right to assign or reassign duties, work hours and/or responsibilities for this job at any time.

Major Responsibilities:

• Ensure that each Member and guest receives outstanding service in a friendly environment which includes greeting and acknowledging every Member and guest, maintaining outstanding service standards, solid product knowledge and all other components of guest service.
• Empowered to guarantee total Member satisfaction, display hospitality and professionalism to our Members at all times, take pride in representing Yellowstone Club professionally with our Members and guests and assure that all transactions are handled in a legal and ethical manner.
• Understand and apply all property safety and security procedures to maintain a secure and safe environment for team members, Members, and guests at all times. In the event of an accident or emergency, seek medical attention if necessary and contact the Senior Vice President of Operations or Human Resources immediately.
• Maintain a favorable working relationship with all Yellowstone Club team members to foster and promote a positive working environment.

Disclaimer:

This job description is only a summary of the typical functions of this position and should not serve as an exhaustive or comprehensive list of all the possible duties, tasks and responsibilities being performed by people assigned to this classification. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Experience/Education Required

• Reading and writing comprehension – understanding written sentences and paragraphs in work related documents and communicating effectively in writing as appropriate for the needs of the audience.
• Oral and written communication skills – speaking, listening, reading or writing and understanding information and ideas presented; talking to others to convey information effectively.
• Active listening – giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate and not interrupting at inappropriate times.
• Critical thinking – using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Active learning – understanding the implications of new information for both current and future problem-solving and decision-making.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms and other office procedures and terminology.
• Knowledge of principles and processes for providing customer and personal services, including customer needs assessment, meeting quality standards for services and evaluation of customer satisfaction.
• Knowledge of human behavior and performance, individual differences in ability, personality and interests, learning and motivation.

Experience/Education Preferred

• One to two years of work-related skill, knowledge and experience is preferred.
• High school diploma, GED or vocational training or job-related course work required.
• Proven experience using communication and organizational skills to accomplish goals.
• Formal training at vocational schools, colleges or universities recognized.
• Combination of education and/or experience

Certificates & Licenses

• Valid State Driver’s License. Notary Public of Montana (to be discussed).

Computer Skills

• Strong knowledge of and experience with Outlook and Excel.
• Intermediate/advanced keyboarding skills.
• Experience with Total E Integrated and Concur is plus.

Language Ability

• Able to speak clearly and effectively with Members, guests, co-workers, vendors and other Yellowstone Club departments. Able to write clearly and legibly.

Math Ability

• Able to perform basic math calculations. Able to perform basic math calculations (percentages, taxes, service charges, etc.)

Reasoning Ability

• Ability to solve basic problems and/or know when it is necessary to get a manager to assist in problem solving.

Work Environment

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work for this position is usually performed in a climate-controlled environment. However, the employee may be required to work outside in extreme heat, cold, rain, wind, snow or inclement weather as the demands of the position so dictate.

Receipt and Acknowledgment

I acknowledge and understand that:

• The job description provides a general summary of the position in which I am employed. The contents of this job description are job requirements and, at this time, I know of no limitations which would prevent me from performing these functions with or without accommodation. I further understand that it is my responsibility to inform my supervisor if at any time I am unable to perform these functions.
• Job duties, tasks, work hours and work requirements may be changed at any time due to business demands, by the Club.
• Acceptable job performance includes completion of the job responsibilities as well as compliance with the policies, procedures, rules and regulations of Yellowstone Club.
• I have read and understand this job description as outlined herein. I have been allowed to ask questions in order to clarify any points listed on this job description.

Yellowstone Club offers great benefits including:

• Free transportation to and from Bozeman
• Medical, Dental, Vision Insurance
• Discounted Ski Pass
• Employee Ski Days
• Complimentary shift meals
• 401k eligibility and bi-weekly match
• Access to onsite fitness center 24/7
• Discounted Employee Housing in Big Sky or Bozeman
• Discounts to over 1000 retailers through ADP LifeMart
• End of season Employee Appreciation Day and retail sale

For more information about the Club, visit www.yellowstoneclub.com.