Wedding & Social Event Lodging Concierge

Biltmore Workforce Management; Asheville (NC); On-site; USD 22,000 - 31,000; Full time

Job summary

Biltmore Workforce Management seeks a Social Group Lodging Coordinator to manage lodging for social events and weddings in Asheville, NC. You will communicate rates, room blocks, and deposits, while guiding clients through lodging options and contracted blocks.

Working with Catering Sales Managers and Group Rooms, you will ensure accurate documentation, timely responses within 24 hours, and smooth execution from contract to arrival, including balance settlements.

Qualifications

• Previous experience in hospitality, hotel operations, reservations, catering, weddings, events, or a related client-service environment.
• Strong customer service and relationship-building skills.
• Excellent written and verbal communication skills.
• Demonstrated ability to manage detailed information, deadlines, and multiple client accounts simultaneously.
• Comfort working with rates, deposits, billing arrangements, and basic financial calculations.
• Strong proficiency with Microsoft Outlook, Word, and Excel.
• Experience with CRM, Sales and Catering and hotel reservation systems preferred.
• Ability to collaborate effectively across Catering, Sales, Reservations, and Hotel Operations.
• Ability to maintain professionalism and composure while assisting clients with complex or time-sensitive requests.
• Valid driver's license required; some travel is necessary.

Responsibilities

• Deliver gracious, polished, and responsive service throughout the planning process.
• Serve as the primary lodging resource for Biltmore Social event and Wedding clients, responding to client inquiries within 24 business hours and maintaining organized communication through email and telephone.
• Review Social contracts before communicating lodging arrangements to ensure included room types, additional nights, upgrades, and other negotiated accommodations are accurately reflected.
• Introduce wedding couples to their included accommodations and assist with extending stays, upgrading guestrooms or suites, and understanding associated rates and charges.
• Communicate guest lodging options, including group discount links, and provide clients with the information and resources needed to share accommodations options with their guests.
• Educate clients on the differences between individual lodging reservations, discounted booking links, and contracted room blocks, helping them select the option that best meets the needs of their social event or wedding.
• Coordinate room block requests, obtain rates from Group Sales & Analytics, prepare Rooms Addenda, communicate deposit requirements, and assist clients throughout the contracting process.
• Manage contracted room blocks from execution through arrival, including rooming lists, special requests, billing arrangements, cutoff dates, deposits, additions, and cancellations.
• Maintain awareness of room block cutoff dates and proactively communicate approaching deadlines to clients. Assist with final lodging balances and documentation prior to the wedding.
• Prepare and revise internal Rate Concession Forms when clients modify their included accommodations, ensuring dates, room types, billing arrangements, and applicable credits are accurately documented.
• Understand and accurately communicate lodging billing methods, including IPO, RTM, and ACM.
• Maintain detailed lodging notes and updates in INFOR Sales and Catering (SCS) program so Catering Sales Managers and other internal partners have visibility into client conversations, quoted rates, upgrades, and decisions.

Skills

Hospitality experience

Customer service

Communication skills

Detail orientation

Billing knowledge

MS Outlook

MS Word

MS Excel

CRM systems

Hotel reservation systems

Collaboration across teams

Driver's license

Tools

INFOR SCS

CRM systems

Job description

Biltmore Workforce Management seeks a Social Group Lodging Coordinator to manage lodging for social events and weddings in Asheville, NC. You will communicate rates, room blocks, and deposits, while guiding clients through lodging options and contracted blocks.

Working with Catering Sales Managers and Group Rooms, you will ensure accurate documentation, timely responses within 24 hours, and smooth execution from contract to arrival, including balance settlements.