Sales & Events Coordinator

Auberge du Soleil•Rutherford, CA

6d•Onsite

About The Position

The Sales & Events Coordinator supports the Group Sales and Private Events teams by conducting a variety of cross-functional tasks to assist the department in meeting/exceeding its revenue goals. The ideal candidate will be detail-oriented, highly organized, and possess strong verbal and written communication skills. Previous experience with digital platforms, such as Delphi, for accurate and efficient management of group bookings, events, and catering operations is preferred. This role involves consistent data entry, report generation, managing third-party platforms, coordinating VIP amenities, serving as an interim point of contact for Sales Group Turnovers, reviewing executed contracts, maintaining Delphi Administrator responsibilities, assisting with Event Order creation, contract turnover, deposit processing, and final billing. The coordinator will also communicate program details, prepare and distribute BEOs and Group Resumes, create and distribute event-related materials, manage daily event agendas, support internal meetings, provide updates for the Catering pace report, coordinate internal event requests, and assist in the development of group and social event resumes and amenities. Additionally, they will maintain office organization, inventory supplies, and assist with inventory management and ordering. The role also involves assisting the Director of Events and Event Managers with Banquet Event Orders (BEOs), tracking and resolving issues or conflicts related to event scheduling and logistics, and acting as a liaison to Experiences and Food & Beverage teams. In certain situations, this position will attend meetings in the absence of department heads and represent the department.

Requirements

Detail-oriented, with excellent organizational skills and the ability to multi-task effectively.
Strong communication skills and the ability to work collaboratively with diverse teams.
Experience in hospitality, catering, event coordination, or as an administrative assistant.
Proficient in Google Suite, Word, Excel, and event software (e.g., Delphi, SMS, Way).
Able to work a flexible schedule, including early mornings, late evenings, and weekends as needed.
Positive, results-oriented, and able to thrive under pressure.
Capable of making sound decisions to support operational needs and ensuring client satisfaction.

Nice To Haves

Previous experience with digital platforms, such as Delphi, for accurate and efficient management of group bookings, events, and catering operations.

Responsibilities

Consistent data entry of all group, social and wedding inquiries into the Delphi program management platform.
Generate weekly Delphi reports for improved sales and catering pace and forecasting.
Manage third-party RFP platforms (e.g., CVENT, HopSkip, The Knot) for accuracy and content/image/offer updates and to generate lead/turn-down reports.
Work with group sales and event managers to coordinate VIP and site arrival amenities and assist with pre-planning site inspections and meetings.
Serve as an interim point of contact for Sales Group Turnovers until assigned to Event Managers.
Review and audit all executed contracts from Sales to confirm key program highlights, concessions, timing, and space conflicts.
Maintain Delphi Administrator responsibilities, including event bookings, menu updates, and space availability management.
Assist with Event Order creation, contract turnover, deposit processing and final billing.
Communicate program details regarding upcoming events to internal teams, and managing details for client and internal events as assigned to ensure smooth event execution.
Prepare and distribute BEOs and Group Resumes to internal teams for weekly meetings and daily updates.
Create and distribute all program/event-related materials such as event menus, signage, and floor plans.
Manage daily event agendas and internal communication, ensuring all teams are informed.
Support internal meetings, including BEO and Group Resume meetings, and track Coordinator needs (e.g., Alice Tickets, client collateral).
Provide updates for the weekly Catering pace report and assist with internal event planning.
Coordinate internal event requests with Talent & Culture, Front Office, AV partners, and other operational departments.
Assist in the development of group and social event resumes, amenities, and related tasks.
Maintain office organization, inventory supplies and logo’d amenities, and assist with inventory management and ordering.
Assist the Director of Events and Event Managers with Banquet Event Orders (BEOs) for weddings, social, corporate, and internal events, ensuring all documentation is accurate and timely.
Track and resolve issues or conflicts related to event scheduling and logistics.
Acts as liaison to Experiences team and the Food & Beverage teams, managing space holds and communications around space conflicts.
When department heads are unable to attend a meeting, this position will attend in their absence and represent the entire department.
Maintain confidentiality of resort information and client details.
Follow up on incomplete tasks and serve as backup for Group Sales and Event Managers, and assist with special projects as needed.
Contribute to sustainability and environmental initiatives as part of the hotel's broader goals.
Assist with client thank you notes, evaluations, and tracking client shipments.
Ensure the organization and cleanliness of event spaces, including checking room availability and cleanliness prior to site inspections.