Administrative Support Worker Lead

Aramark • Washington, DC, US • 15h ago

Job Description

The Premium Account Specialist is responsible for the financial administration of the Suites & Catering business, with a primary focus on accounts receivable, collections, payment reconciliation, and account management. This role ensures the timely collection of outstanding balances, accurate reconciliation of event revenue, and compliance with company financial policies while providing exceptional customer service to premium suite holders and catering clients.

Working closely with Sales, Finance, and Operations team the Premium Account Specialist ensures all premium hospitality events are financially accurate from contract through final payment, supporting operational efficiency and revenue integrity.

Job Responsibilities

Accounts Receivable & Collections

· Manage accounts receivable for premium suites, catering, and hospitality events.

· Monitor outstanding balances and proactively communicate with clients regarding payment deadlines.

· Initiate collection efforts on delinquent accounts while maintaining positive client relationships.

· Process and track deposits, pre-authorizations, and final event payments.

· Ensure timely collection of all event-related revenue.

· Consult on aging reports and provide recommendations for collection strategies.

· Escalate unresolved payment issues in accordance with company policies.

Financial Reconciliation

· Reconcile event revenue against contracts, Banquet Event Orders (BEOs), invoices, and client payments.

· Verify pricing, menu selections, service charges, taxes, and event modifications for billing accuracy.

· Investigate and resolve payment discrepancies, billing errors, and account variances.

· Process billing adjustments, credits, and refunds as needed.

· Complete post-event financial reconciliation within established timelines.

· Maintain accurate financial records and supporting documentation.

Premium Account Management

· Serve as the financial point of contact for premium suite holders and catering clients.

· Respond promptly to billing inquiries and payment questions.

· Educate clients on payment policies, deadlines, and billing procedures.

· Maintain accurate client account records and payment histories.

· Support premium client retention through professional, responsive service.

Event Billing Administration

· Review contracts and event documentation for billing accuracy.

· Prepare invoices for premium suites and catering events.

· Coordinate with Sales Administrators to ensure event changes are reflected in final billing.

· Verify all event charges prior to invoice distribution.

· Ensure all financial documentation is complete before event closeout.

Reporting & Compliance

· Prepare daily, weekly, and monthly accounts receivable reports.

· Generate aging reports with payment status summaries.

· Assist with month-end and year-end financial closing activities.

· Maintain compliance with Aramark financial policies, documentation standards, and internal controls.

· Ensure confidentiality of all client and financial information.

Cross-Department Collaboration

· Partner with Catering Sales, Suite Sales, Finance, and internal stakeholder teams to ensure financial accuracy.

· Communicate payment status and account updates to internal stakeholders.

· Support process improvements that increase billing efficiency and reduce reconciliation errors.

· Assist with audits and financial reporting requests.

Knowledge, Skills, & Abilities

Knowledge, Skills & Abilities

· Strong understanding of accounts receivable, collections, and financial reconciliation processes.

· Excellent analytical and problem-solving skills.

· High attention to detail with strong organizational abilities.

· Ability to prioritize multiple deadlines in a fast-paced, event-driven environment.

· Strong customer service and conflict-resolution skills.

· Professional written and verbal communication skills.

· Ability to maintain confidentiality and handle sensitive financial information.

· Ability to collaborate effectively across multiple departments.

Technical Skills

· Microsoft Excel, Outlook, Word, and Teams

· Event management software (TapIn2 preferred)

· Financial reporting and accounting systems

· Payment processing platforms (Converge)

· Shared file management systems

Key Performance Indicators (KPIs)

· Collection rate and reduction of outstanding receivables.

· Timeliness of invoice generation and payment processing.

· Accuracy of event billing and financial reconciliation.

· Aging report performance and reduction of past-due balances.

· Client satisfaction with billing support and issue resolution.

· Compliance with financial policies and audit requirements.

· Timely completion of month-end reconciliation activities.

Work Environment

· Fast-paced sports and entertainment venue with frequent deadlines tied to event schedules.

· Requires collaboration with finance, sales, culinary, operations, and premium service teams.

· Flexibility to work occasional evenings, weekends, and event days as business needs require.

Compliance & Professional Standards

Employees are expected to adhere to all company and venue policies, including:

· Aramark financial policies and internal controls

· Documentation retention requirements

· Confidentiality and data privacy standards

· Workplace safety procedures

· Brand and hospitality standards

· Ethical business practices and equal employment opportunity policies

About Aramark

Our Mission

Rooted in service and united by our purpose, we strive to do great things for each other, our partners, our communities, and our planet.

At Aramark, we believe that every employee should enjoy equal employment opportunity and be free to participate in all aspects of the company. We do not discriminate on the basis of race, color, religion, national origin, age, sex, gender, pregnancy, disability, sexual orientation, gender identity, genetic information, military status, protected veteran status or other characteristics protected by applicable law.

About Aramark

The people of Aramark proudly serve millions of guests every day through food and facilities in 15 countries around the world. Rooted in service and united by our purpose, we strive to do great things for each other, our partners, our communities, and our planet. We believe a career should develop your talents, fuel your passions, and empower your professional growth. So, no matter what you're pursuing - a new challenge, a sense of belonging, or just a great place to work - our focus is helping you reach your full potential. Learn more about working here at http://www.aramarkcareers.com or connect with us on Facebook, Instagram and Twitter.