Wedding Sales Support Coordinator

BRIDGETON HOLDINGS GROUP•Guerneville, CA

5d•$20 - $24•Hybrid

About The Position

Dawn Ranch is a premier event destination in Guerneville, California, offering a unique riverside escape among ancient giant redwoods and vintage apple trees. We specialize in creating seamless, memorable experiences for weddings, social celebrations, and corporate retreats. The Wedding Sales Support Coordinator is the dedicated point of contact for wedding couples regarding guestroom bookings, from contract signing through departure. This role manages the entire rooming list process, including building and maintaining room blocks, tracking rate subsidies, routing charges, and handling all related communication, ensuring a consistent and reliable experience for couples and their guests. This position frees up other coordinators to focus on estimates, contracts, and invoicing.

Requirements

Prior experience in hotel/resort reservations, sales support, hospitality coordination, or wedding/event coordination strongly preferred.
Experience with a hotel PMS or CRM system (Stay N Touch or similar) strongly preferred.
Exceptional attention to detail, particularly with room rates, subsidies, and billing accuracy.
Strong written communication skills; comfortable managing a high daily volume of guest and couple email.
Ability to manage multiple, overlapping wedding room blocks and deadlines simultaneously.
Customer-service orientation and composure as the primary guest-facing contact for couples during a high-emotion, high-stakes event.
Highly organized and self-directed, with the ability to prioritize deposit deadlines and guest follow-up across many concurrent weddings.
High school diploma or equivalent required.

Nice To Haves

Hospitality, event management, or related coursework/experience a plus.

Responsibilities

Serve as the couple's single point of contact for all rooming-related questions and requests, from contract signing through group departure.
Build and maintain each wedding's room block in Stay N Touch, entering couple-requested guestroom reservations individually and accurately.
Note and track which reservations were couple-requested versus drawn from general block inventory.
Monitor room block pickup throughout the booking window and update the block as reservations are added, changed, or released.
Reconcile the final rooming list against the contracted block ahead of group arrival and departure.
Track and apply room rate subsidies designated by the couple for individual guest reservations, per contract terms.
Route subsidized or comped charges to the master account accurately and consistently.
Maintain a clear, up-to-date subsidy tracking log so charges reconcile correctly at billing.
Confirm the subsidy amounts and master-account routing are correct before billing closes.
Individually email each guest within the room block with their deposit amount due and Canary reservation link.
Respond to wedding couples' and guests' rooming questions, change requests, and deposit follow-up in a timely, professional manner.
Proactively track deposit deadlines and follow up with guests who have not yet confirmed or paid.
Manage a high volume of ongoing rooming-related email communication as the team's primary responsibility.
Partner with the Sales Coordinator and Sales Support Operations Coordinator to ensure a smooth handoff of each wedding from booking through billing.
Flag potential issues — over-blocked rooms, missed deposits, rate discrepancies, or unresponsive guests — before they become guest complaints or require a service credit.
Communicate with the Front Desk Team regarding all rooming updates and issues.
Provide rooming status updates to the Sales and Catering team as needed for planning meetings and pre-arrival reviews.
Perform other duties and responsibilities as assigned by your supervisor or management.