Group Housing and Billing Coordinator in San Antonio, Texas at Winston Hospitality, Inc.

Group Housing & Billing Coordinator

Location: AC Hotel San Antonio Riverwalk & Element by Westin San Antonio Riverwalk

Department: Sales & Marketing

Reports To: Director of Sales & Marketing

Join the dual-branded AC Hotel and Element by Westin San Antonio Riverwalk, where design, service, and purpose meet in the heart of downtown. As the Group Housing & Billing Coordinator, you'll ensure our group guests enjoy a seamless experience from booking to final bill. This position plays a crucial role in managing group reservations, coordinating billing, and maintaining clear communication between guests and hotel departments to ensure every event is successful and every detail is right.

· Serve as the main contact for group housing from pre-arrival through departure, ensuring all group reservation needs are met.

· Accurately input and maintain group blocks in systems such as Lightspeed, CI/TY, and Passkey.

· Process all reservation requests, changes, and cancellations received via phone, email, or system interfaces.

· Verify availability, confirm rates, and ensure all special requests and guarantees are properly documented.

· Monitor group pickup, adjust inventory as needed, and release rooms according to contractual deadlines.

· Prepare and distribute reports including rooming lists, pickup summaries, attrition updates, and post-convention recaps.

· Set up accurate billing accounts in accordance with company policies (share-with, direct billing, tax-exempt, and group master accounts).

· Review and issue invoices, folios, and account statements promptly and accurately.

· Collaborate with Accounting, Events and Front Office teams to ensure smooth and timely billing for all group business.

· Resolve billing questions or discrepancies professionally, ensuring clear communication with clients and internal departments.

· Act as the liaison between Sales, Events, Front Office, and Accounting to align all group details and deliver a seamless experience.

· Maintain open communication with meeting planners, group contacts, and housing bureaus to confirm and update group details.

· Attend pre-convention meetings, resumes, and post-event reviews, providing reports and updates to stakeholders.

· Support sales efforts by ensuring contractual room block commitments are met and service standards are upheld.

· Deliver genuine, anticipatory service that reflects both the AC Hotel and Element by Westin brands.

· Follow all safety, security, and company policies, maintaining professionalism and confidentiality at all times.

· Ensure accuracy in all documentation, maintain high attention to detail, and communicate clearly and professionally with all guests and colleagues.

· Foster teamwork across both hotels to achieve shared goals and consistently exceed guest expectations.

· Participate in scheduled training, sales meetings, and operational briefings.

· Perform other reasonable tasks as assigned by supervisors or management.

· Prior hotel experience in group housing, reservations, or billing preferred.

· Working knowledge of systems such as CI/TY and Lightspeed is a plus.

· Strong organizational and multitasking abilities with exceptional attention to detail.

· Excellent written and verbal communication skills.

· Professional demeanor and commitment to guest service excellence.

· Ability to move, lift, or carry items up to 10 lbs.