Sales & Events Coordinator at Madeline Hotel and Residences Auberge Resorts Collection

Town of Gardiner, New York, United States -

Full Time

Start Date

Immediate

Expiry Date

15 Feb, 26

Salary

68000.0

Posted On

17 Nov, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Organizational Skills, Interpersonal Skills, Administrative Skills, Written Communication, Verbal Communication, Hospitality Experience, Google Workspace, Microsoft Office, Opera, Delphi, Event Coordination, Client Communication, Payment Processing, Data Management, Attention to Detail, Strategic Planning, Analytical Skills

Industry

Hospitality

Description

Company Description Sprung from the site of a fallow tree nursery, Wildflower Farms, Auberge Collection is a 140-acre retreat in New York’s Hudson Valley, just 90 minutes from New York City. Rooted in meaningful encounters with nature, the property sways with the seasons, surrounded by meadows of native flowers and woodlands. Anchored by its namesake farm with orchards, heirloom gardens, and animals, the retreat offers immersive seasonal experiences like foraging walks, cooking workshops, and healing sessions. A three-mile walking trail links 65 stand-alone cabins, cottages, and suites with the Movement Studio and Maplehouse, a lofty barn home to a dynamic cooking school. Accommodations are immersed in the ever-changing landscape, offering a deep sense of place. Guests are welcomed at The Shop, reminiscent of a well-curated potting shed, and the open-air Great Porch. Dining at Clay, the centerpiece restaurant, features source-origin cuisine that honors the region’s bounty. Thistle offers wild-crafted wellbeing that evolves with the seasons. The property also provides access to neighboring Mohonk Preserve, where wooded trails and cliffs invite world-class hiking, biking, and climbing. Named the Number 1 Hotel in New York State by Travel + Leisure for the 2025 World’s Best Awards and recognized with a One Key distinction from the inaugural Michelin Guide, Wildflower Farms is a basecamp for adventure, craft, and curiosity. For more information: auberge.com/wildflower-farms Follow Wildflower Farms on Instagram @WildflowerAuberge Job Description Role Summary 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 - $68,000/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 experience with Google Workspace and Microsoft Office Experience with Opera, Delphi is desired Additional Information 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. Shinrin Yoku LLC is an Equal Opportunity Employer, M/F/D/V. Shinrin Yoku LLC 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, Shinrin Yoku LLC 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, recall, transfer, leaves of absence, compensation, and training.

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Responsibilities

The Sales and Events Coordinator manages administrative functions for the Sales and Events teams, ensuring smooth group transitions and maintaining data integrity. This role involves coordinating client communication and supporting various event-related tasks.