Wedding Sales Support Coordinator

About Dawn Ranch

Dawn Ranch is a premier event destination nestled in the heart of Guerneville, California, known for its scenic surroundings and exceptional service. The Resort’s hotel, restaurant, spa, and event venues offer an authentic, historic, and unique Sonoma wine country riverside escape among 22 acres of ancient giant redwoods, beautiful meadows, and vintage apple trees. From weddings and social celebrations to corporate retreats, our team is dedicated to creating seamless, memorable experiences for every guest while maintaining a high standard of hospitality and design.

Position Summary

The Wedding Sales Support Coordinator is the dedicated, single point of contact for wedding couples on all matters related to guestroom rooming — from the moment a room block is contracted through final group departure. This role owns the wedding rooming list process end-to-end: building and maintaining each couple's room block, tracking and applying negotiated rate subsidies, routing charges correctly, and managing all related guest and couple communication. The Wedding Sales Support Coordinator ensures every wedding couple and their guests have one consistent, reliable contact for rooming instead of being routed between multiple team members, and frees the Sales Support Coordinator and Sales Support Operations Coordinator to focus on estimates, contracts, corporate rooming, and invoicing.

Location: Hybrid schedule: 3 days on property in Guerneville, with flexibility for remote administrative work
Hourly Rate: $20–$24 per hour, based on experience
Classification: Non-exempt position; overtime eligible in accordance with California law

Key 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.

Cross-Functional Coordination

• 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

Qualifications

• 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.

Work Environment

This role is based on-site at Dawn Ranch. Wedding season brings a heavier and more time-sensitive workload, and this position may require weekend or evening availability to support guest communication and rooming deadlines during peak months. The Sales Support Wedding Coordinator will work closely with the Sales, Catering, and Front Office teams and may interact directly with wedding couples and guests on property.

The Company is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: Company is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Company are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. Company will not tolerate discrimination or harassment based on any of these characteristics and encourages applicants of all ages.