Sales & Events Coordinator

Auberge; California (MO); On-site; USD 38,000 - 39,000; Full time

Job summary

Auberge is seeking a Sales & Events Coordinator in Napa Valley to support the Group Sales and Private Events teams. The role emphasizes meticulous data entry in Delphi, accurate reporting, and coordination of VIP arrivals, site inspections, and event documents.

The ideal candidate will be detail-oriented, highly organized, and possess strong verbal and written communication skills, with experience in hospitality or event coordination.

Qualifications

• Detail-oriented with excellent organizational skills and ability to multi-task.
• Strong communication skills and ability to work with diverse teams.
• Experience in hospitality, catering, event coordination, or admin support.

Responsibilities

• Data entry of group, social, and wedding inquiries in Delphi.
• Generate weekly Delphi reports for sales and catering pace and forecasting.
• Manage third-party RFP platforms (CVENT, HopSkip, The Knot) for updates and reports.
• Coordinate VIP and site arrival amenities with event managers.
• Serve as interim contact for Sales Group Turnovers until assigned to Event Managers.
• Review and audit contracts for key highlights, concessions, timing, and space conflicts.
• Maintain Delphi Administrator responsibilities including bookings, menu updates, and space management.
• Assist with Event Order creation, deposits, and final billing.
• Communicate program details to internal teams for smooth execution.
• Prepare and distribute BEOs and Group Resumes for weekly meetings.

Skills

Detail-oriented

Communication

Hospitality experience

Administrative support

Tools

Delphi

CVENT

HopSkip

The Knot

Job description

Company Description

Inspired by the south of France, and infused with California soul, Auberge du Soleil features wine country’s most luxurious accommodations, spectacular valley views, a Michelin Star Restaurant, and a tranquil wellness retreat reserved exclusively for hotel guests. Nestled within a 33-acre hillside olive grove, the “Inn of the Sun” is celebrated for delivering passionate, intuitive service that embodies gracious Napa Valley hospitality. The 50 residential-style rooms, suites and private maisons set the stage for romance in the seclusion of the adult-oriented environment. The property is a long-standing member of Relais & Châteaux, an international association of outstanding boutique properties known for their excellence in hospitality and the culinary arts, and the flagship hotel for the Auberge Collection.

Job Description

The Sales & Events Coordinator supports the Group Sales and Private Events teams conducting a variety of cross-functional tasks to assist the department meet/exceed its revenue goals. The ideal candidate will be detail-oriented, highly organized, and possess strong verbal and written communication skills. Previous experience with digital platforms, such as Delphi, for accurate and efficient management of group bookings, events, and catering operations.

Please note that this is not an exhaustive list of everything that needs to be done. Within the Auberge family, our people always find new ways to look after the business, their guests, and their teammates. Within this, the key responsibilities for this position are:

• Consistent data entry of all group, social and wedding inquiries into the Delphi program management platform.
• Generate weekly Delphi reports for improved sales and catering pace and forecasting
• Manage third-party RFP platforms (e.g., CVENT, HopSkip, The Knot) for accuracy and content/image/offer updates and to generate lead/turn-down reports
• Work with group sales and event managers to coordinate VIP and site arrival amenities and assist with pre-planning site inspections and meetings.
• Serve as an interim point of contact for Sales Group Turnovers until assigned to Event Managers.
• Review and audit all executed contracts from Sales to confirm key program highlights, concessions, timing, and space conflicts.
• Maintain Delphi Administrator responsibilities, including event bookings, menu updates, and space availability management.
• Assist with Event Order creation, contract turnover, deposit processing and final billing.
• Communicate program details regarding upcoming events to internal teams, and managing details for client and internal events as assigned to ensure smooth event execution
• Prepare and distribute BEOs and Group Resumes to internal teams for weekly meetings and daily updates.
• Create and distribute all program/event-related materials such as event menus, signage, and floor plans.
• Manage daily event agendas and internal communication, ensuring all teams are informed.
• Support internal meetings, including BEO and Group Resume meetings, and track Coordinator needs (e.g., Alice Tickets, client collateral).
• Provide updates for the weekly Catering pace report and assist with internal event planning.
• Coordinate internal event requests with Talent & Culture, Front Office, AV partners, and other operational departments.
• Assist in the development of group and social event resumes, amenities, and related tasks.
• Maintain office organization, inventory supplies and logo’d amenities, and assist with inventory management and ordering.
• Assist the Director of Events and Event Managers with Banquet Event Orders (BEOs) for weddings, social, corporate, and internal events, ensuring all documentation is accurate and timely.
• Track and resolve issues or conflicts related to event scheduling and logistics.
• Acts as liaison to Experiences team and the Food & Beverage teams, managing space holds and communications around space conflicts.
• When department heads are unable to attend a meeting, this position will attend in their absence and represent the entire department

Additional Functions:

• Maintain confidentiality of resort information and client details.
• Follow up on incomplete tasks and serve as backup for Group Sales and Event Managers, and assist with special projects as needed.
• Contribute to sustainability and environmental initiatives as part of the hotel's broader goals.
• Assist with client thank you notes, evaluations, and tracking client shipments.
• Ensure the organization and cleanliness of event spaces, including checking room availability and cleanliness prior to site inspections.

The starting range for this position is $27.50 - $28.00/hour. This is the pay rate for this position that reasonably expects to pay. Decisions regarding individual salaries will be based on a number of factors, such as experience and education.

Qualifications

• Detail-oriented, with excellent organizational skills and the ability to multi-task effectively.
• Strong communication skills and the ability to work collaboratively with diverse teams.
• Experience in hospitality, catering, event coordination, or as an administrative assistant.
• Proficient in Google Suite, Word, Excel, and event software (e.g., Delphi, SMS, Way).
• Able to work a flexible schedule, including early mornings, late evenings, and weekends as needed.
• Positive, results-oriented, and able to thrive under pressure.
• Capable of making sound decisions to support operational needs and ensuring client satisfaction.

Additional Information

About Auberge Collection

Auberge Collection is a portfolio of extraordinary hotels, resorts, residences and private clubs. While each property is unique, all share a crafted approach to luxury and bring the soul of the locale to life through captivating design, exceptional cuisine, innovative wellbeing, and gracious yet unobtrusive service. With 30 one-of-a-kind hotels, resorts, and residences, Auberge invites guests to create unforgettable stories in some of the world’s most desirable destinations.

For more information: auberge.com

Connect with Auberge Collection on Instagram, TikTok, Facebook, and LinkedIn @Auberge and #AlwaysAuberge

About Friedkin

Friedkin is a privately held family of global brands spanning automotive, entertainment, hospitality, investments, and sports.

Founded in 1969 and headquartered in Houston, Texas, the company is led by Chief Executive Dan Friedkin, and united by a mission to build breakthrough brands that redefine the status quo.

The Friedkin portfolio includes Gulf States Toyota, 30WEST, Accelerated Solutions Group, AS Roma, Ascent Automotive Group, Auberge Collection, Congaree, Copilot Capital, Diamond Creek, Everton Football Club, GSFSGroup, Imperative Entertainment, Legendary Expeditions, NEON, Northside Lexus, Pursuit Sports, The Friedkin Group International, USAL and Westside Lexus.

For more information, please visit www.friedkin.com

Terre du Soleil Ltd is an Equal Opportunity Employer, M/F/D/V. Terre du Soleil Ltd provides equal employment opportunities (EEO) to all team members and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, Terre du Soleil Ltd complies with applicable state and local laws governing non‑discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, transfer, leave of absence, compensation, and training.