Sales Coordinator

About Dawn Ranch

Dawn Ranch is a natural preserve and boutique hotel destination nestled riverside at the edge of Guerneville in Sonoma’s wine-rich Russian River Valley. The cottage-style hotel and event venue offer an authentic, historic, and unique Sonoma wine country escape among 22 acres of ancient giant redwoods, native meadows, and vintage apple trees. The hotel also features unique wellness experiences including a premium spa which offers outdoor baths, massages, and body treatments. Other activities include yoga, meditation, and perfume-making. Dawn Ranch’s food program balances elevated cuisine with casual excellence, from fine dining at the Lodge overseen by Chef Fernando Trocca to picnics overlooking the roiling Pacific Ocean. Local ingredients from the fertile valley make our varied cuisine an emerging staple of Northern California fare. Dawn Ranch is the perfect destination to co-create luxury and inspiration in Sonoma.

About The Role 

We are seeking a dynamic and highly organized Sales Coordinator to join our team at Dawn Ranch. The primary objective of this role is to ensure prompt and professional handling of all inquiries and prospects received via the events@dawnranch.com email address. The sales coordinator will play a crucial role in managing communications, creating estimates and contracts, handling deposit processing, and providing exceptional customer service to our clients.

Location: Remote

Salary: $22.00 - $25.00 per hour

Key Responsibilities Include but not Limited To:

Email and Voicemail Management:

• Monitor the events@dawnranch.com email inbox and sales office voicemail system throughout the day.
• Provide rapid responses to inquiries and prospects, ensuring accuracy and professionalism in all communications.
• Vet all emails and voicemails, forwarding them to the appropriate Sales Manager for follow-up or handling them directly as necessary.

Sales CRM:

• Utilize Event Temple CRM software to create estimates and contracts for weddings, social events, and corporate events and/or retreats.
• Input all relevant data and communications received through the events@dawnranch.com email into Event Temple for efficient tracking and management.
• Audit Event Temple weekly to ensure all Sales Managers have accurate and up-to-date information loaded for each booking.

PMS System Input:

• Input rooming lists into the Stay N Touch PMS system for groups coming to Dawn Ranch, ensuring accuracy and completeness of information.
• Updating Stay N Touch as needed for group modifications.

Deposit Management:

• Create and maintain a monthly deposit schedule for upcoming events.
• Handle all aspects of deposit processing, including receiving, recording, and posting payments.
• Ensure accuracy and compliance with financial protocols, maintaining meticulous records of all transactions.

Technology Utilization and Customer Service:

• Utilize technology tools to enhance professional responses to potential clients and provide exceptional customer service.
• Maintain a high level of proficiency in Microsoft Office Suite, particularly Word and Excel, for document creation and data management.
• Demonstrate excellent customer service skills in all interactions with clients, vendors, and colleagues.

Qualifications

Qualifications: 

• High proficiency with Microsoft Office Suite and ability to quickly learn and navigate CRM software (knowledge of Event Temple is a plus but not required).
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to function well, multitask and prioritize effectively in a high-paced and at times stressful environment.
• Demonstrated commitment to delivering exceptional customer service.
• Previous experience in sales coordination, or related roles preferred.

The Company is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: Company is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Company are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. Company will not tolerate discrimination or harassment based on any of these characteristics and encourages applicants of all ages.