Description

About Dawn Ranch: 

Dawn Ranch is a natural preserve and boutique hotel destination nestled riverside at the edge of Guerneville in Sonoma’s wine-rich Russian River Valley. The cottage-style hotel and event venue offer an authentic, historic, and unique Sonoma wine country escape among 22 acres of ancient giant redwoods, native meadows, and vintage apple trees. The hotel also features unique wellness experiences including a premium spa which offers outdoor baths, massages, and body treatments. Other activities include yoga, meditation, and perfume-making. Dawn Ranch’s food program balances elevated cuisine with casual excellence, from fine dining at the Lodge overseen by Chef Fernando Trocca to picnics overlooking the roiling Pacific Ocean. Local ingredients from the fertile valley make our varied cuisine an emerging staple of Northern California fare. Dawn Ranch is the perfect destination to co-create luxury and inspiration in Sonoma.

Essential Duties: 

Client Relationships:

· Maintain client relationships throughout the coordinating process to ensure a high-quality guest experience

Event Venue Management and Programming:

· Act as the point of contact with in-house groups to coordinate programming needs and timelines for meeting space, meals, and experiences

· Coordinate with wedding planners and couples to collect timeline details for internal Banquet Event Orders (BEOs)

· Manages maintenance needs and coordinating with maintenance dept in the upkeep and repairs of grounds, equipment, and facilities

· Ensures the venue and facilities are clean and organized

· Manages all bookings for events and liaising with clients and/or to determine event requirements

· Audits rental orders submitted by planners to ensure proper load-in/strike parameters, and ensure accurate counts per event requirements

· Schedules and coordinates the rental of A/V equipment, furniture, and other venue equipment from outside vendors

· Liases with catering team and supervises their requirements and logistics

· Supervises all aspects of event operations day-of and tending to any incidents or queries

· Communicates and enforces all safety regulations and protocols. Collects COIs from outside vendors

· Supervises and monitors employee overtime and maintains compliance with employee rest and meal breaks 

Sales and Event Coordination:

· Input data into Event Temple to keep it up to date for all Sales Managers

· Merge and send contracts, create and send estimates, and create BEOs

· Serve as the coordinator between Sales and Events, including phone calls with group contacts

· Spearhead the referral program by intercepting referrals, maintaining tracking, and ensuring follow-up

· Input rooming lists, handle deposit postings, and complete event invoices/postings

Qualifications

· Proven experience in sales and events coordination

· Strong organizational and multitasking skills

· Excellent communication and interpersonal skills

· Knowledge of event management software (e.g., Event Temple)

· Familiarity with tools like Apollo for lead generation

· Ability to work independently and as part of a team

· Flexibility to adapt to changing priorities and work hours

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.