Assistant Wedding Planner Jobs in Santa Rosa, CA

Description

Summary: The Sales Coordinator provides essential administrative and operational support across all sales channels at Vinarosa, including weddings, catering, corporate accounts, and group bookings. This role supports the Sales team by coordinating communications, maintaining accurate documentation, assisting with sales processes, and ensuring seamless collaboration with internal departments.

The Sales Coordinator assists with proposals, contracts, scheduling, reporting, client correspondence, and sales initiatives while supporting room blocks, meeting spaces, and event opportunities, including corporate meetings, private functions, and social gatherings. The ideal candidate is highly organized, detail-oriented, personable, and thrives in a fast-paced hospitality environment while contributing to exceptional client experiences and successful sales operations.

Essential Duties and Responsibilities:

Respond to and manage inbound sales inquiries through phone, email, and digital channels with professionalism and urgency.

Qualify leads, identify client needs, coordinate opportunities with routing to the appropriate sales team members.

Assist with preparation of proposals, contracts, Banquet Event Orders (BEOs), correspondence, and sales documentation.

Maintain accurate client and sales records within Delphi, Opera, CRM, or similar hospitality systems.

Support the sales process from initial inquiry through booking confirmation, event execution, and post-event follow-up.

Coordinate property tours, site inspections, and client appointments.

Partner with internal departments to ensure accurate communication and seamless event and guest experiences.

Monitor sales activity, maintain pipeline updates, and assist with reporting.

Maintain current sales collateral, presentations, and marketing materials.

Provide administrative support including calendar management, scheduling, meeting coordination, and documentation.

Assist with group room blocks, meeting space bookings, corporate accounts, and transient sales initiatives.

Support payment processing, billing coordination, and final account details.

Assist in planning and participation of tradeshows, industry and networking events, and on property promotional activities.

Perform additional responsibilities as assigned.

Competencies:

Previous hospitality, sales, events, or customer service experience preferred.

Experience in luxury, resort, hotel, or upscale hospitality strongly preferred.

Knowledge of Delphi, Opera, CRM, or similar hospitality systems is an asset.

Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.

Exceptional written and verbal communication skills.

Professional presence with a commitment to luxury service standards.

Strong attention to detail, problem-solving ability, and follow-through.

Ability to collaborate effectively with internal teams and external clients.

Positive, proactive attitude with a strong commitment to service excellence.

Strong interpersonal and communication skills.

Problem solving and organizational ability.

Results-oriented mindset.

Professionalism in a luxury environment.

Effective written and verbal communication.

Team collaboration and adaptability.

Requirements

 Job Requirements & Qualifications:

1-3 years of hospitality or related experience preferred.

Luxury or upscale hospitality experience desired.

Experience with Delphi, Opera, or similar systems preferred.

Strong organizational and multitasking skills.

Excellent communication skills.

Proficiency in Microsoft Office.

Flexible schedule including evenings/weekends as needed.

Positive, proactive attitude and strong work ethic.

Disclaimer: This job description is not intended to be all-inclusive. Employees may perform other duties as assigned.