Sales & Catering Coordinator | Carneros Resort & Spa

Reports To: Director of Sales

Classification: Exempt

Join Our Team

Nestled in the heart of Napa Valley, Carneros Resort and Spa is a luxury destination where authentic wine country charm meets five-star hospitality. Recognized for its world-class accommodations, bespoke events, and exceptional guest service, Carneros offers a dynamic and inspiring work environment for hospitality professionals. We invite you to become part of our dedicated team, where every detail matters, and every colleague contributes to creating unforgettable guest experiences.

Position Overview

Carneros Resort and Spa is seeking a dynamic, detail-oriented, and service-driven professional to join our Sales & Catering team as a Sales & Catering Coordinator. This pivotal role provides essential administrative and operational support to our Sales & Catering Managers and Directors, ensuring seamless execution of group events and an exceptional experience for our guests and clients.

The ideal candidate thrives in a luxury hospitality environment, is highly organized, and enjoys being the connection point between clients, the sales & catering team, and internal departments.

Responsibilities

• Answer and direct phone calls with professionalism and warmth, reflecting the resort’s luxury service standards.
• Provide administrative support, including drafting and editing correspondence, preparing documents, and assisting with client communication.
• Maintain accurate and organized records for group bookings, including file management, contract processing, deposit tracking, and billing coordination.
• Prepare and distribute internal meeting materials (e.g., Banquet Event Orders, Resumes, daily reports).
• Support event execution by printing and distributing menus, amenity cards, and event collateral.
• Coordinate VIP amenities, pre-arrival requests, and gift certificate fulfillment to ensure personalized guest experiences.
• Manage internal meeting/event requests and generate related Banquet Event Orders.
• Maintain office supplies and ensure the team’s workspace is organized and well-stocked.
• Update and manage event details in iVvy (CRM) and guest information in Springer-Miller Systems.
• Provide occasional on-site event support, assisting with client and guest needs as required.
• Perform additional duties or projects as assigned to support the success of the Sales & Catering team.

Qualifications

• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills, with a polished, professional demeanor.
• High attention to detail and ability to anticipate needs in a fast-paced environment.
• Problem-solving skills and sound decision-making abilities.
• Proficiency in Microsoft Office Suite; experience with iVvy CRM and/or Springer-Miller Systems preferred.
• Prior experience in hospitality, preferably luxury hotels, resorts, or event venues.
• High school diploma or equivalent required; bachelor’s degree in hospitality, business, or related field preferred.

Compensation & Benefits

Carneros Resort and Spa offers a competitive salary and comprehensive benefits package for full-time associates, including:

• Medical, Dental, and Vision coverage
• Short-Term and Long-Term Disability Insurance
• Life and AD&D Insurance
• Paid Time Off and Holiday Pay
• 401(k) Retirement Plan with company match
• Employee Assistance Program