Sales & Events Coordinator

Company Description

Blanketed with meadows of native flowers and wild woodlands, Wildflower Farms sways in rhythm with the seasons and the simple pleasures of life lived Upstate. Ensconced by fragrant fields of wild bergamot and mountain mint, the property’s 140 arcadian acres embody Hudson Valley ease. A slow-rippling river gently embraces free-standing cabins framing clear views of the mighty Shawangunk Ridge. Crisp air, bright skies, and the melodies of Mother Nature beckon stillness and contemplation, while forested footpaths and towering cliffs call to an adventurers’ spirit. Reconnect with yourself and nature at Wildflower Farms. description here. 

Job Description

Role Summary 

Join our team as the Sales and Events Coordinator and become one of the authors of our story. The Sales and Events Coordinator supports the Sales and Events teams by managing administrative functions, facilitating smooth group transitions, coordinating client communication, and maintaining data integrity in all sales and event systems. This role requires a highly organized individual with excellent attention to detail and the ability to juggle multiple projects in a hospitality-focused environment.

Group Coordination & Turnover Support

• Review in-house group resumes and ensure all details are accurate and current.
• Draft group resumes using templates, outlining event schedules, concessions, and planning milestones.
• Schedule initial outreach with planners upon turnover, coordinate availability between Event and Sales Managers, and set introductory meetings.
• Prepare and send Group Turnover packages to onsite teams.
• Create invoices and deposit schedules; upload receipts and track payment status.
• Manage rooming lists and ensure deadlines for menu and experience selections are communicated.
• Assist with creating face sheets and uploading amenities into Alice.
• Coordinate and track external amenities, ensuring accurate billing instructions and scheduling.
   

Client Communication & Payment Processing

• Conduct outreach to clients to confirm payment methods or provide reminders for upcoming deposits.
• Process deposits, log payment information, and update financial tracking tools including Delphi and the internal Deposit Log.
• Ensure all payments are properly recorded with transaction entries and supporting documentation.

CRM, Lead Management & Administrative Tasks

• Enter inquiries and leads into Delphi; assign ownership to Sales team as appropriate.
• Audit and update leads that are inactive or aged.
• Review and follow up on incomplete or open tasks in Delphi.
• Maintain accuracy of event and booking records.
• Ensure consistency and alignment between Delphi and Opera systems, especially regarding pickup data and billing details.

Internal Communication & Event Preparation

• Prepare event-related documents (resumes, BEOs) to shared agendas and folders.
• Coordinate with team members to gather and include relevant discussion topics for meetings.
• Create and print menus, buffet labels, and other event collateral; organize materials for upcoming events and group arrivals.
• Ensure all documents and print materials are updated and distributed on time.

VIP Guest & Event Alert Management

• Create and distribute VIP Stay and Site Alerts using standard templates.
• Enter stay notes into Opera and transfer itinerary details from Alice.
• Update amenities in Alice with accurate billing instructions and delivery details.
• Coordinate reservations for VIP guests at on-site venues, ensuring dietary restrictions and comps are noted.

Commission & Billing Oversight

• Ensures group commission payments are processed in a timely manner following folio payments.
• Confirm final pick-up numbers and mark them complete in Delphi.

Internal Event Coordination

• Partner with Talent and Culture to organize internal events, creating BEOs and floorplans.
• Maintain internal event calendars and update space availability.
• Process billing using appropriate revenue codes and ensure documentation is completed and signed off.

Pay range: $62,000 - $65,000/year

Qualifications

• Strategic planning and analytical capabilities 
• Excellent organizational, interpersonal, and administrative skills
• Excellent written and verbal skills 
• Ability to professionally represent the resort and interact with guests in a polished, responsible, and timely manner
• Prior experience in the luxury hospitality industry is preferred
• Proficiency and exper