JOB DESCRIPTION: Travel Billing Assistant

PRIMARY RESPONSIBILITIES

Our Travel Billing Assistant will work closely with both our Travel Billing Senior Accountant and our Travel Billing Manager to process accurate and timely final billing summaries for Meetings and Group Incentive Travel programs. The person who accepts this part-time position will work approximately 4 hours a day, with flexibility being required during peak season.

KEY ACCOUNTABILITIES

Pre-Sale(at the discretion of the Accounting Manager)

  • Attend Purchasing turnover to Operations meetings
  • Attend 60 and 90 day review meetings

Post-Sale (at the discretion of the Accounting Manager)

  • Attend de-brief meetings
  • Populate the Air file for transportation department
  • Receive program files from Operations and Room Gift billing (if applicable)
  • Run program reports for deposit and cost accounts
  • Confirm client and supplier payments
  • Confirm supplier commission payments
  • Reconcile and balance supplier program costs (assistance may be required)
  • Prepare P&L for each program
  • Identify Additional Billing costs and assist with report preparation
  • Assist in preparing client final billing summary in accordance with the Service Agreement
  • Request invoice/check to accompany final client summary
  • Prepare journal entry for re-classes
  • Contribute information to the Travel Billing Senior Accountant to prepare profit analysis
  • Distribute final billing to internal departments
  • Assist in preparing final billing files for storage

Miscellaneous

  • Track and invoice site inspections
  • Assist in the preparation of VAT reclaims
  • Assist in the preparation of 1099 reporting

CORPORATE RESPONSIBILITIES

Demonstrated buy-in to MotivAction core values, mission and vision:

CORE VALUES

  • Treat people like guests
  • Set and deliver to expectations
  • Keep it simple
  • Be respectful
  • Operate ethically
  • Commit to long-term profitability

MISSION

To achieve results through people

VISION

To be driven by knowledge, creativity and passion as we deliver exceptional results for our Clients

QUALIFICATIONS, SKILLS, EXPERIENCE

  • Basic accounting knowledge
  • PC experience – Excel, ISeries, Internet, Outlook, Word
  • Industry experience and knowledge a plus
  • Account reconciliation accuracy
  • Detail orientated
  • Project management skills
  • Analytical skills
  • Time management skills
  • Accounting degree or specific accounting related job training

HOW THIS POSITION IS MEASURED

  • Individual performance to job description
  • Leadership abilities and qualities
  • Fiscal responsibility to company and projects
  • Service Excellence/internal customers
  • Goal attainment as set forward by manager

REPORTS TO: Travel Billing Manager

Updated by: __Judith L. Reiner, SPHR – Manager, HRDate:__2/23/2018