F&B Experience and Estate Operations Administrative Assistant - Full Time

This is an hourly, full-time position working 32 hours per week on-site in an office in Asheville, NC.

The Estate Operations Administration Assistant provides day-to-day administrative support to the Estate Operations leadership team, including the VP of Estate Operations and F&B Experience, Senior Directors, and the Estate Operations team. Core responsibilities include scheduling and meeting coordination, invoice and expense processing, payroll and Kronos timekeeping support, HR paperwork, and preparation of routine department reports. This

person keeps records organized, communications moving, and deadlines on track across multiple estate locations.

The role requires strong organization, attention to detail, and the ability to handle confidential information with discretion. Must be proficient in Microsoft Office, especially Outlook and Excel, and willing to learn multiple Biltmore software packages and processes. Adaptability to new processes and systems is essential.

Essential Job Duties:

1. Provide administrative support to the VP, Senior Directors, and the Estate Operations team, including calendar management, meeting scheduling, and travel arrangements.

2. Process and track invoices and expenses, ensuring correct coding to cost centers and spend categories.

3. Coordinate with vendors, accounts payable, and purchasing to resolve billing questions and ensure timely, accurate payment.

4. Submit and track purchase requests, check requests, and purchasing card reconciliations.

5. Support payroll processing, including Kronos timekeeping review, missed punches, schedule edits, and tip payout files, in coordination with the Estate Operations team.

6. Foster and support employee engagement opportunities within the department and wider company.

7. Assist with HR-related processes, including onboarding paperwork, personnel action forms, and new-hire setup.

8. Perform basic updates to daily reports, such as Daily Flash, DSRs, shift reports, and weekly tip payout reports, and distribute them to key stakeholders.

9. Maintain organized, accurate, and confidential department files, both electronic and physical.

Additional Responsibilities:

1. Order and manage office supplies and coordinate equipment, access, and facility requests.

2. Coordinate logistics for department meetings, trainings, and internal events.

3. Serve as a point of contact for internal and external inquiries, routing questions to the right person.

4. Assist all Estate Operations locations with administrative needs as they arise.

5. Support internal process audits and help maintain Biltmore’s policies and ethical standards.

6. Perform other duties as assigned.

The Biltmore Company considers a consistently positive, cooperative,

self-motivated, courteous, and professional attitude to be an essential

function of every position. Employees must be able to relate to other

people beyond giving and receiving of instructions: (a) can get along

with co-workers or peers without exhibiting behavioral extremes and

(b) respond appropriately to criticism from a supervisor.

Qualifications:

1. High school diploma or equivalent required. Associate degree or additional administrative training preferred.

2. At least two (2) years of experience in an administrative, office support, or hospitality administration role. Equivalent combinations of education and experience will be considered. Hospitality, food and beverage, or upscale hotel/resort experience preferred.

3. Proficiency with Microsoft Outlook, Word, and Excel; experience with Kronos or similar timekeeping systems is a plus.

4. Basic understanding of invoice processing and expense coding; ability to quickly learn Biltmore systems, procedures, products, and services.

5. Demonstrated commitment to delivering world-class internal and external guest service.

6. Strong written and verbal communication skills; ability to interact professionally with leaders, staff, and vendors.

7. Excellent organizational and time management skills, with the ability to manage multiple priorities and deadlines.

8. Strong attention to detail with a focus on quality and accuracy.

9. Proactive and dependable, with sound judgment and the ability to maintain strict confidentiality.

Physical Requirements:

1. May be required to lift items under 25 lbs.

2. Office work environment in historical buildings, which may contain dust and other allergens.

3. May need to visit or work in estate restaurants and other operational locations, including kitchen settings.