The Wedding Sales Support Coordinator is the dedicated single point of contact for wedding couples on all guestroom rooming matters, from contract signing through group departure. This role owns the wedding rooming list process end-to-end: building and maintaining room blocks, tracking and applying rate subsidies, routing charges correctly, and managing all related guest and couple communication. The coordinator ensures each couple and their guests have one consistent, reliable contact for rooming, freeing other coordinators to focus on estimates, contracts, corporate rooming, and invoicing. This is a hybrid role based on-site at Dawn Ranch in Guerneville, California, with flexibility for remote administrative work.

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 (couples currently generate roughly 1,600+ rooming emails a year, or approximately 7–8 per day) as the team's primary responsibility, not a task fit around other duties.
Partner with the Sales Coordinator (estimates, contracts, corporate rooming) and the Sales Support Operations Coordinator (final invoicing, post-programming invoices) 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.
Must 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, based on operational and business needs

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; hospitality, event management, or related coursework/experience a plus.