Invoicing Coordinator

7 months ago

Mississauga, Canada Collette Full time

Collette is seeking an **Invoicing Coordinator** to join our Accounting Team in Mississauga. This is a hybrid role requiring 3 days in office.

**About Collette: Let Us Show You the World**

There has never been a better time to be in the travel industry. See the world, connect with others, and experience the immersive benefits of one of the trendiest industries when you join the Collette team As the longest-running tour operator in North America, our family-owned business leads the industry in innovation and expertise. Collette’s passionate team works hard to fulfill travel dreams and is always looking for talent that will help to shape the company’s future. Being part of the Collette team means having a willingness to grow, a desire to learn and ask questions, and a zest for seeing the world. From giving back to local communities to creating incredible experiences for a world of travelers and being part of a value-oriented team that cares for one another - Collette is all about the people. So, what are you waiting for? _Your journey starts here._

**Job Summary**:

- The primary responsibility of the Invoicing Coordinator is group accounts, point of sale Australia.
- Timely verification of all tour and associated components, pricing and commission that match the Confirmation Letter (group agreement).
- Ensure all bookings comply with the terms of the Confirmation Letter; importantly the seat reduction date and allotment.
- Review that any bookings and individual travellers are eligible for any discounts applied.
- Review deposits and insurance amounts paid.
- Evaluate payments to confirm if payments coincide with products booked. E.g., insurance paid for but not added to bookings, etc.
- Perform specific NEO corrections to splits/shell, e.g., altering passenger assignments, removing EBB bars, etc.
- Perform corrections to Group quote to alter commission amounts, if applicable.
- Add notations for AE, AC, or the air department if changes are required in order to invoice.

**Job Functions**:
**Perform First Split audits on all Australia bookings. Task includes**:

- Review all notes in the group shell and Pivotal for anything that you may need to know: special instructions, is anything pending? etc.
- All transfers are correct (pre/post/extension/HTPU) - dates/cities/etc.; is a transfer charge is appearing for pre/post nights with less than10 passengers doing the pre or post?
- Make sure air schedules are correct (pre/post/extension) - dates/cities/etc.; any passengers flying from/to the same gateway on same dates are on the same air schedule if possible
- Air rates/commission correct as booked (especially for deviations/pre post nights/extensions
- check notes in the applicable splits)
- Make sure all passengers have either air bar or OWN air bar
- Make sure all items booked pull in on the invoice as they should and are assigned to each passenger correctly.
- Make sure payments are assigned correctly.
- If any presold option, extension, etc. are included in the group’s flyer rate, make sure that item is booked for all passenger & that it appears ‘above the line’ & is checked off as an included item in the group quote.
- Discounts/offers are booked for the correct passenger (e.g.: passengers have met the book by date for the EBB; no EBB booked on own air passenger)

**Perform 90 day audit on all Australia bookings. Tasks include**:

- Review booking is offering hometown. Review distance from airport if applicable. If not is HTPU credit given
- Confirm if agent is using as commission or offering to guests.
- Verify if booking is SPL and/or group exclusive, thresholds, minimum amount of passengers and if any changes or adjustments need to be made.
- Verify that airfare reflects all the components of the tour and the traveller’s intended duration and accounts for any flight restrictions.
- Enter notation to invoice for Final payment two weeks prior to due date. Notation added for AE if comps are to be added inquiring who is to receive.
- Verify commission amounts are correct
- Review booking for any waitlists. Enter notation to AE, if applicable.
- Confirm all passengers receiving ABBs qualify.
- Verify all deposits and insurance (if applicable) have been paid.
- Review itinerary for any discrepancies.
- Review all transfers (arrival, departure, sedan /hometown) and verify if booked for correct dates. Verify that transfers reflect any air deviations.
- Review insurance to determine if insurance is booked correctly.

**Knowledge and Skills**:

- Ability to plan, organize and prioritize work in a fast paced environment; must be able to multi-task efficiently and accurately; strong attention to detail.
- Bachelor’s Degree preferred
- One to three years’ experience
- Possess a proactive, positive, and professional approach and demeanor to their work with the ability to work well under pressure; Collaborates well with others and fosters a cooperative work environment.
- Demonstrates skill in custom

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