Wedding & Social Event Lodging Coordinator

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

Job summary

Biltmore is seeking a Social Group Lodging Coordinator to manage guest lodging, room blocks, and related billing for weddings and social events. You will partner with Catering Sales Managers and the Group Rooms team to communicate options, extensions, and accommodations clearly.

The role emphasizes patience, proactive communication, and the ability to explain lodging options and financial responsibilities to clients. Weekday scheduling and a client-service focus are key.

Qualifications

• Hospitality or events experience preferred.
• Strong written and verbal communication.
• Ability to manage detailed information, deadlines, and multiple client accounts simultaneously.
• Proficient with Excel for budgeting and tracking.
• Valid driver's license; some travel may be required.

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 for visibility.

Skills

Customer service

Communication

Attention to detail

Time management

Team collaboration

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

CRM systems

Sales & Catering software

Hotel reservation systems

Job description

Biltmore is seeking a Social Group Lodging Coordinator to manage guest lodging, room blocks, and related billing for weddings and social events. You will partner with Catering Sales Managers and the Group Rooms team to communicate options, extensions, and accommodations clearly.

The role emphasizes patience, proactive communication, and the ability to explain lodging options and financial responsibilities to clients. Weekday scheduling and a client-service focus are key.