Sales & Events Coordinator

Wildflower Farms•Gardiner, NY

10d•$62,000 - $68,000

About The Position

The Sales and Events Coordinator supports the Sales and Events teams by managing administrative functions, facilitating smooth group transitions, coordinating client communication, and maintaining data integrity in all sales and event systems. This role requires a highly organized individual with excellent attention to detail and the ability to juggle multiple projects in a hospitality-focused environment.

Requirements

Strategic planning and analytical capabilities
Excellent organizational, interpersonal, and administrative skills
Excellent written and verbal skills
Ability to professionally represent the resort and interact with guests in a polished, responsible, and timely manner
Proficiency and experience with Google Workspace and Microsoft Office
Experience with Opera, Salesforce is required

Nice To Haves

Prior experience in the luxury hospitality industry is preferred

Responsibilities

Review in-house group resumes and ensure all details are accurate and current.
Draft group resumes using templates, outlining event schedules, concessions, and planning milestones.
Schedule initial outreach with planners upon turnover, coordinate availability between Event and Sales Managers, and set introductory meetings.
Prepare and send Group Turnover packages to onsite teams.
Create invoices and deposit schedules; upload receipts and track payment status.
Manage rooming lists and ensure deadlines for menu and experience selections are communicated.
Assist with creating face sheets and uploading amenities into Alice.
Coordinate and track external amenities, ensuring accurate billing instructions and scheduling.
Conduct outreach to clients to confirm payment methods or provide reminders for upcoming deposits.
Process deposits, log payment information, and update financial tracking tools including Delphi and the internal Deposit Log.
Ensure all payments are properly recorded with transaction entries and supporting documentation.
Enter inquiries and leads into Delphi; assign ownership to Sales team as appropriate.
Audit and update leads that are inactive or aged.
Review and follow up on incomplete or open tasks in Delphi.
Maintain accuracy of event and booking records.
Ensure consistency and alignment between Delphi and Opera systems, especially regarding pickup data and billing details.
Prepare event-related documents (resumes, BEOs) to shared agendas and folders.
Coordinate with team members to gather and include relevant discussion topics for meetings.
Create and print menus, buffet labels, and other event collateral; organize materials for upcoming events and group arrivals.
Ensure all documents and print materials are updated and distributed on time.
Create and distribute VIP Stay and Site Alerts using standard templates.
Enter stay notes into Opera and transfer itinerary details from Alice.
Update amenities in Alice with accurate billing instructions and delivery details.
Coordinate reservations for VIP guests at on-site venues, ensuring dietary restrictions and comps are noted.
Ensures group commission payments are processed in a timely manner following folio payments.
Confirm final pick-up numbers and mark them complete in Delphi.
Partner with Talent and Culture to organize internal events, creating BEOs and floorplans.
Maintain internal event calendars and update space availability.
Process billing using appropriate revenue codes and ensure documentation is completed and signed off.