The Sales & Events Coordinator supports the Group Sales and Private Events teams at Auberge du Soleil, a luxury resort in Napa Valley. The role involves managing group bookings, events, and catering operations through digital platforms like Delphi, coordinating with internal teams, and ensuring smooth event execution. The coordinator handles data entry, reporting, contract audits, and communication to help the department meet revenue goals.

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.

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.