Job Description

Role Summary

Join our team as the Sales and Events Coordinator and become one of the authors of our story. 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.

Group Coordination & Turnover Support

• 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.

Client Communication & Payment Processing

• 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.

CRM, Lead Management & Administrative Tasks

• 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.

Internal Communication & Event Preparation

• 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.

VIP Guest & Event Alert Management

• 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.

Commission & Billing Oversight

• Ensures group commission payments are processed in a timely manner following folio payments.
• Confirm final pick-up numbers and mark them complete in Delphi.

Internal Event Coordination

• 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.

Pay range: $62,000 - $65,000/year

Qualifications

• Strategic planning and analytical capabilities
• Excellent organizational skills
• Ability to multitask
• Excellent attention to detail
• Insight-driven and results-focused
• Excellent written and verbal skills
• Collaborative
• Articulate
• High energy, resilient, with tenacity and drive
• Ability to communicate effectively with a multitude of audiences
• Desire to achieve common goals
• Positive outlook and demeanor
• Ability to manage change and multiple tasks
• Accepts challenges with enthusiasm and vigor

Additional Information

Auberge Resorts Collection is a portfolio of extraordinary hotels, resorts, residences, and private clubs. While each property is unique, all share a crafted approach to luxury and bring the soul of the locale to life through captivating design, exceptional cuisine and spas, and gracious yet unobtrusive service. With hotels and resorts across three continents, Auberge invites guests to create unforgettable stories in some of the world’s most desirable destinations. Please visit aubergeresorts.com to learn more about our Collection. Follow us on Instagram, TikTok, Linkedin, Facebook and Pinterest: @AubergeResorts and #AlwaysAuberge.

Shinrin Yoku LLC is an Equal Opportunity Employer, M/F/D/V. Shinrin Yoku LLC provides equal employment opportunities (EEO) to all team members and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, Shinrin Yoku LLC complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.