Event Billing Coordinator

Job Description

The Event Billing Coordinator plays a critical role in supporting the Events and Accounting teams by ensuring all event-related billing is accurately set up, managed, and completed in a timely manner following group departures. This position is responsible for overseeing master accounts, verifying charges, billing documentation, and preparing client invoices in alignment with sales contracts. The Coordinator serves as a key liaison among departments such as Sales, Conference Services, Catering, and Operations, maintaining strong communication before and after events. The Event Billing Coordinator is expected to consistently uphold the estate's core values and policies while assisting with additional tasks as needed across the Accounting team. A high level of customer service and communication is a main focus with clients.

ESSENTIAL JOB DUTIES

1. This position is essential in ensuring that all event billing details are set up accurately and completed promptly following group departures

2. The Event Billing Coordinator will report directly to the Accounting Operations Manager and will assist the Conference & Catering Services teams as needed

3. The role involves managing master accounts, accurately routing post types according to the resume distribution, and verifying that all charges have been posted correctly to the master account post-event

4. The Coordinator will also be responsible for posting pre-payments, organizing billing details, gathering all necessary documentation, and preparing invoices based on sales contracts, ensuring that all allowances are accounted for before sending them to CSM's

5. In addition to billing responsibilities, the Event Billing Coordinator will maintain heavy communication with various departments, including Sales, Conference Services, Catering, Operations and meeting planners, both pre- and post-event

6. General data entry tasks will also be part of the job, and the Coordinator is expected to uphold the core values and policies of the estate while performing all other assigned duties

7. 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

8. Assist the Events team with various additional tasks as needed and uphold the core values, policies, and procedures of the estate

ADDITIONAL RESPONSIBILITIES

1. Maintain a professional demeanor and provide genuine hospitality

2. Represents department internally and externally on committees, work groups, etc., and at events and functions as required

3. Provides general assistance and support for the department, leadership, and the company

QUALIFICATIONS

1. High school diploma. Additional education, training, and/or certification(s) preferred. Two or four-year college degree preferred

2. 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.

3. Ability to work both independently and in a team environment

4. Demonstrated commitment to providing world class internal/external guest service

5. 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

6. Superior project and time management, organizational and planning skills are a must; prioritizes work under deadline; adapts/multi-tasks as need; keen attention to detail with a focus on quality and service; anticipates/troubleshoots; creatively problem solves

7. Quickly acquires/maintains knowledge of Biltmore history, products, venues, systems, protocols; proficient in Workday, Excel, Outlook; knowledge of event software (Delphi/Sertifi) a plus

8. Proactive, exercises good judgment; maintains confidentiality; builds positive working relationships across the company at all levels; reflect brand/values at all times

9. Ability to adapt easily and initiate action in a dynamic, fast-paced environment and handle confidential information

PHYSICAL REQUIREMENTS

1. Strong verbal and written skills are required for effective communication

2. Some travel across the estate to event locations, etc. required; the incumbent must have a valid driver's license and be at least 18

3. Required to lift up to 50 pounds on occasion

4. Must be able to remain sitting for majority of the shift and work under variable temperature conditions and noise levels

5. Access historic buildings/locations that may require climbing stairs