Event Billing Coordinator

Essential Job Duties

• Ensure all event-related billing is accurately set up, managed, and completed in a timely manner following group departures.
• Oversee master accounts, verify charges, bill documentation, and prepare client invoices in alignment with sales contracts.
• Serve as a key liaison among departments such as Sales, Conference Services, Catering, and Operations, maintaining strong communication before and after events.
• Manage master accounts, accurately route post types according to the event schedule, and verify that all charges have been posted correctly to the master account post-event.
• Post pre-payments, organize billing details, gather all necessary documentation, and prepare invoices based on sales contracts, ensuring that all allowances are accounted for before sending them to CSM’s Invoicing Team.
• Maintain heavy communication with various departments, including Sales, Conference Services, Catering, Operations, and meeting planners, both pre- and post-event.
• Perform general data entry tasks and uphold the core values and policies of the estate while performing all other assigned duties.
• Work with Catering and Conference Services teams to set up group billing details and complete group bills with backup documents in a timely manner after all group departures.
• Aid the Events team with various additional tasks as needed and uphold the core values, policies, and procedures of the estate.

Additional Responsibilities

• Maintain a professional demeanor and provide genuine hospitality.
• Represent department internally and externally on committees, work groups, etc., and at events and functions as required.
• Provide general assistance and support for the department, leadership, and the company.

Qualifications

• High school diploma. Additional education, training, and/or certification(s) preferred.
• Two or four-year college degree preferred.
• Ideal candidate will have had two (2) or more years of relevant experience in a similar luxury resort/hotel/destination setting.
• Knowledge of accounting, catering, and/or banquet operations strongly preferred.
• Ability to work both independently and in a team environment.
• Demonstrated commitment to providing world-class internal/external guest service.
• Outstanding interpersonal and communication skills; must be able to convey information clearly, concisely, and effectively to various audiences; professionally handles guest service concerns and recovery.
• Demonstrated ability to manage projects and time effectively, prioritize work under deadlines, and anticipate/troubleshoot issues; keen attention to detail with a focus on quality and service; creative problem-solving skills.
• Proactive, exercises good judgment; maintains confidentiality; builds positive working relationships across the company at all levels; reflects brand/values at all times.
• Proactive, exercises good judgment; maintains confidentiality; builds positive working relationships across the company at all levels; reflects brand/values at all times.
• Quickly acquires/maintains knowledge of Biltmore history, products, venues, systems, protocols; proficient in Workday, Excel, Outlook; knowledge of event software (Delphi/Sertifi) a plus.
• Strong verbal and written skills are required for effective communication.
• Some travel across the estate to event locations, etc. required; the incumbent must have a valid driver's license and be at least 18.
• Required to lift up to 50 pounds on occasion.
• Must be able to remain sitting for majority of the shift and work under variable temperature conditions and noise levels.
• Access historic buildings/locations that may require climbing stairs.