Sales & Catering Coordinator | Carneros Resort & Spa

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.

About the role

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.

Requirements

• 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.

Benefits

• 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