Hospitality Expert Wanted | Manage Hotel Billing, Vendor Relations & Travel Coordination

About Dava Oncology Dava Oncology is a Dallas, Texas–based organization that designs and executes high-impact educational meetings for oncologists and healthcare professionals across the United States and internationally. Each year, Dava Oncology organizes over 6 large national summits and 80–100 regional meetings , bringing together leading experts in oncology for scientific exchange and collaboration.

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

We are seeking an Accounting & Travel Coordinator to oversee hotel sourcing, billing reviews for all meetings. The ideal candidate will have strong accounting, vendor-management, and coordination skills.

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 :

Master’s degree in hospitality management, Hotel Administration

Advanced accounting or travel management certification preferred but not required.

IATA or Travel Management Certification

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).