Operations Support Coordinator Jobs in Santa Rosa, CA

About Dawn Ranch

Dawn Ranch is a premier event destination nestled in the heart of Guerneville, California, known for its scenic surroundings and exceptional service. The Resort’s hotel, restaurant, spa, and event venues offer an authentic, historic, and unique Sonoma wine country riverside escape among 22 acres of ancient giant redwoods, beautiful meadows, and vintage apple trees. From weddings and social celebrations to corporate retreats, our team is dedicated to creating seamless, memorable experiences for every guest while maintaining a high standard of hospitality and design.

Position Summary

The Sales Support Coordinator plays a central role in driving revenue and delivering a seamless, high-quality client experience at Dawn Ranch. As the first point of contact for inbound inquiries, this position sets the tone for the client journey while supporting the sales team through efficient communication, contract preparation, and system management.

This role requires a high level of organization, responsiveness, and attention to detail. The Sales Support Coordinator ensures all inquiries through the events email inbox are handled promptly, accurately, and professionally. This individual is a key contributor to converting interest into booked business while upholding the elevated service standards of the property.

Location: Hybrid schedule: 3 days on property in Guerneville, with flexibility for remote administrative work
Hourly Rate: $20–$24 per hour, based on experience
Classification: Non-exempt position; overtime eligible in accordance with California law

Key Responsibilities

Client Experience & Lead Management
• Serve as the primary point of contact for all inbound event and group inquiries, ensuring a strong first impression and high-quality client experience
• Deliver timely, polished, and professional responses to all prospect and client communications, maintaining strong response time standards
• Evaluate incoming inquiries and determine next steps, either responding directly or routing to the appropriate Sales Manager to support conversion and efficiency

Sales Operations & CRM Management
• Utilize Event Temple CRM to create proposals, estimates, and contracts across weddings, social events, and corporate group business
• Maintain accurate and complete records of all client communications, booking details, and activity within the CRM
• Conduct regular audits to ensure data integrity, reporting accuracy, and consistency across all bookings

Property Management System (PMS) Support
• Input and manage group rooming lists within StayNTouch PMS
• Support wedding rooming lists and subsidy tracking
• Update reservations and group details as changes occur

Revenue Support & Prospecting
• Support outbound prospecting efforts using tools such as Apollo and Event Temple lost lead tracking
• Assist with client-facing outreach to generate new business opportunities and support pipeline growth

Site Tours & Reservations
• Conduct property tours for prospective clients, delivering a polished and informative on-site experience
• Coordinate VIP reservations and tour-related logistics

Reporting & Administrative Support
• Track and manage group cutoff dates and key booking milestones
• Assist with reporting, survey tracking, and data collection to support sales performance and decision-making

Qualifications & Requirements

• • Proficiency in Microsoft Office Suite, with the ability to quickly learn CRM systems; Event Temple experience preferred
  • Strong organizational skills with exceptional attention to detail and follow-through
  • Excellent written and verbal communication skills, with a professional and polished approach
  • Ability to manage multiple priorities and perform effectively in a fast-paced, deadline-driven environment
  • Commitment to delivering a high level of service to clients, vendors, and internal teams
  • Previous experience in sales coordination, hospitality, or a related field preferred

  Why You’ll Love This Role

  • Opportunity to work at a highly regarded, experience-driven property known for weddings, corporate retreats, and luxury events
  • Exposure to all facets of event and group sales within a collaborative, high-performing team
  • Clear opportunity for growth within the Dawn Ranch and Bridgeton portfolio

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.