Sales Coordinator

About Dawn Ranch

Dawn Ranch is a natural preserve and boutique hotel destination nestled riverside at the edge of Guerneville in Sonomas 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 Ranchs 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.

Position Summary

Dawn Ranch is seeking a highly organized and detail-oriented Sales Coordinator to support its Sales Team in executing group bookings, managing administrative tasks, and ensuring a seamless sales process. This role plays a crucial part in streamlining sales operations, managing contracts and estimates, maintaining CRM data integrity, and assisting with prospecting efforts. The Sales Coordinator will work closely with the Sales Team and, Revenue Management to drive business growth. This hybrid role allows for remote work with the expectation of being on-site at Dawn Ranch as needed, with 60% on property and 40% work from home.

A daily task list submission at the start and completion of each workday is required to ensure accountability. This position follows a Monday through Friday, 8:00 AM to 5:00 PM schedule with occasional flexibility to accommodate workflow which can include an earlier start time prior to 8:00AM PST.

Key Responsibilities

Dawn Ranch Sales & Administrative Support

• Contract & Estimate Creation: Assist Sales Managers by drafting and finalizing group contracts and event estimates. This is particularly crucial when handling multiple sets of dates and requirements for a single group.
• Revenue & Rate Management: The Sales Coordinator must use Blockbuster to pull rates for contracts and estimates and also be able to submit rate requests to the Revenue Manager when assistance is needed.
• CRM & Database Management:
  • Update Event Temple with menus, pricing, and sales-related details to ensure real-time accuracy.
  • Maintain financial and production reporting data within Event Temple.
• Financial & Sales Reporting: Prepare and update the following reports for Dawn Ranch:
  • Monthly actuals and sales performance tracking
  • Quarterly action plans
  • End-of-year reporting
  • SWOT analyses to assess market positioning
• 3rd Party & Digital Marketing Support:
  • Work with Cvent, Hotel Planner, and Sonoma County Tourism to maintain property listings and enhance visibility.
  • Ensure third-party sites (Cvent, WeddingWire, The Knot, etc.) are updated with accurate photos, descriptions, and pricing.

Prospecting & Lead Generation

• Build and manage prospecting databases for corporate and social markets.
• Conduct research to uncover new business opportunities, contacts, and venues within Dawn Ranchs competitive set and local market.
• Generate targeted email lists and data sets to support the Sales Teams outreach efforts.
• Monitor and track referrals created for corporate and social business.
• Utilize CRM tools to track outreach effectiveness and follow-up needs.

Client & Operations Support

• Provide detailed booking information to Operations teams for on-property execution.
• Conduct on-site property tours as needed for prospective clients and partners.
• Assist in special projects and daily administrative tasks for the Sales Support Supervisor.

Qualifications & Requirements

• 2 years of experience in sales coordination, hospitality, or administrative support.
• Strong proficiency in Microsoft Excel for data analysis and complex spreadsheets.
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong communication, problem-solving, and self-management skills.
• Ability to work independently while maintaining a high level of professionalism.
• Hybrid work environment must be available to work on-site at Dawn Ranch as needed.

This role is ideal for an analytical, proactive, and highly organized professional who enjoys working in a dynamic sales environment while supporting a luxury hospitality brand.

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.