Hotel Operations Coordinator

Backroads; Berkeley (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

Backroads is seeking a Hotel Operations Coordinator to support global hotel partnerships by managing contracts, inventory, and partner relationships. You will work with Regional Directors and cross-functional teams to ensure agreements are tracked and executed, and to secure inventory that enables our guest trips worldwide.

Based in Berkeley, CA, this on-site role requires proactive problem solving, clear communication, and the ability to balance partner needs with Backroads' goals.

Qualifications

• Strong communication across written and verbal channels.
• Ability to work independently and with a team.
• Proven problem-solving to diagnose inefficiencies and root causes.
• Credibility in understanding Backroads timelines and operations.
• Adaptability to manage multiple global markets and timelines.
• Negotiation and judgment when discussing rates and terms with partners.
• Comfort learning and using Salesforce and other business tools.

Responsibilities

• Manage relationships with assigned hotel partners as primary contact.
• Coordinate hotel contracting from outreach to final approval, ensuring dates and rates are set.
• Evaluate and recommend terms and contracting strategies aligned with business goals.
• Collaborate with Regional Directors to address availability challenges and denied dates.
• Work cross-functionally with Rooming, Demand Planning, and Finance on bookings and inventory.
• Maintain accurate contract and partner data in Salesforce and other systems.
• Secure and maintain hotel inventory and partnerships for guest experiences.

Skills

Communication skills

Independent work

Problem solving

Credibility

Adaptability

Negotiation

Systems affinity

Attention to detail

Tools

Salesforce

Job description

Excited to grow your career? We value our talented employees, and whenever possible strive to help one of our associates grow professionally before recruiting new talent to our open positions. Our people make all the difference in our success.

About the role

As a Hotel Operations Coordinator, you will support Backroads' global hotel partnerships by managing contracts, maintaining strong relationships with hotel partners, and helping secure the inventory needed to operate our trips. You will work closely with Regional Directors and cross-functional teams to resolve challenges, support guest bookings, and ensure agreements are accurately tracked and executed. This role offers the opportunity to make a meaningful impact on the guest experience by helping build and maintain the partnerships that bring our trips to life.

What You'll be doing

• Manage relationships with assigned hotel partners, serving as a primary point of contact and representing Backroads in all written and verbal communications.
• Coordinate the hotel contracting process from initial outreach through final approval, negotiating and confirming dates, rates, and contract terms.
• Evaluate and recommend rates, terms, and contracting strategies to management while ensuring agreements align with business needs and operational goals.
• Partner closely with Regional Directors to address availability challenges, denied dates, and other issues impacting trip operations.
• Collaborate cross-functionally with Rooming, Demand Planning, and Finance to resolve questions and issues affecting guest bookings and hotel inventory.
• Maintain accurate contract and partner information in Salesforce and other systems, ensuring efficient tracking and management of agreements.
• Secure and maintain hotel inventory and partnerships that support exceptional guest experiences and the successful operation of Backroads trips worldwide.

What You'll Need to be Successful

• Strong communication skills: You will have extensive correspondence that relies on you being conversant in our systems, timelines, guidelines, and terminology.
• Ability to work independently and with a team: You will be collaborating and often contributing to discussions amongst internal teams; you also work effectively without a lot of support or structure.
• Problem-solving skills: As an action-oriented self-starter, you’re eager to apply your expertise in diagnosing inefficiencies, determining root causes, and recommending solutions to complex challenges.
• Credibility: You quickly develop a thorough understanding of Backroads business timelines and establish credibility as a reliable resource.
• Adaptability: Ability to manage a variety of global markets with hotels that operate on different timelines, under different terms.
• Negotiation and sound judgment: Comfortable discussing rates and terms with hotel partners and making thoughtful recommendations that balance Backroads’ needs with those of our partners
• Affinity for systems: Comfortable learning and working with Salesforce and other business systems and tools.
• Attention to detail: Highly organized and accurate, with strong follow-through and a commitment to getting the details right.

About the Team

The Hotel Operations team is responsible for reaching agreements with over 850+ luxury hotel & ship partners annually to secure accommodation for upcoming seasons. We’re deeply focused on account & relationship management to foster mutually beneficial partnerships, drive operational excellence, and deliver exceptional guest experiences. The team is comprised of contract and data administrators and located in Berkeley, CA & Utrecht, Netherlands.

Work environment

On-Site, Berkeley, CA 4 days in-office, 1 day work from home (Wednesdays)

I can't imagine a better way to travel the world than under your own power and in the company of like-minded adventurers. Sure, Backroads provides superb accommodations and meals, amazing Trip Leaders and unforgettable local encounters. But whether you’re sticking with the group or breaking off on your own, all of our planning and support are ultimately aimed at one simple thing: giving you the flexibility you need to discover the world on your own terms.

Tom Hale, Founder & President