Accounting & Travel Coordinator – Meetings and Billing

About Dava Oncology

6 large national summits

Dava Oncology also manages extensive hotel and travel arrangements associated with these meetings, including contracts for meeting spaces, guest rooms, and banquets.

Accounting & Travel Coordinator

Key Responsibilities

Hotel Billing Review

• Review and reconcile hotel contracts, banquet event orders (BEOs), and final bills for all Dava Oncology meetings.
• Track and validate all payments, credits, and refunds from hotels and vendors.
• Maintain records of tax invoices, wire transfers, and commission statements.

Rewards, Commissions, and IATA Management

• Register and maintain the organization’s all commissions are properly credited to Dava Oncology.
• Track and claim hotel reward points and loyalty benefits from all corporate stays and meeting bookings.
• Maintain a centralized tracker for commissions and rewards earned and ensure they are redeemed appropriately.

Meetings and Travel Coordination

• Maintain an up-to-date Meetings & Travel Tracker for all company events and staff travel.
• Support the U.S. team in sourcing hotels, negotiating rates, and coordinating meeting logistics.
• Manage travel arrangements for team members, including flight and hotel bookings, while ensuring adherence to company travel policies.
• Communicate regularly with hotel sales and accounting teams to confirm bookings, rooming lists, and billing arrangements.

Documentation and Reporting

• Keep digital copies of all hotel contracts, invoices, and receipts organized and accessible.
• Prepare cost summaries and post-event reports highlighting savings, variances, and recommendations.
• Assist U.S. operations in preparing reports for audits and financial reviews related to meeting expenses.

Qualifications

Education:

• Masters in hotel management or other degrees.
• Advanced accounting or travel management certification preferred but not required.

Experience:

• Minimum 5 years of experience in accounting, vendor management, or travel coordination.
• Prior experience in hospitality billing, corporate travel, or event management strongly preferred.
• Familiarity with accounting software (e.g., QuickBooks, Tally, or Zoho Books).