Sales/Admin Coordinator - Primland Resort

A majestic all-season mountain retreat, Primland is located at the heart of the Blue Ridge Mountains on 12,000 expansive acres.  Primland offers luxurious accommodations, a championship golf course, exquisite farm-to-table cuisine, a serene spa and a level of outdoor adventure that is unrivaled on the east coast.  In one of the most breathtaking mountain settings, the resort boasts impressive year-round activities for the entire family, including horseback riding, fly fishing, alfresco yoga and meditation, kayaking, hiking, sporting clays, archery, stargazing in one of the largest observatories in the Eastern U.S. , RTV trail riding and tennis.

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The Primland Sales Coordinator reports directly to each Director of Sales and is responsible for supporting the Sales department with day-to-day tasks and all administrative projects. Leads site tours for leisure travel advisors and group meeting and event planners and qualify group leads and handle special or personalized leisure requests. This position can be remotely based, within a 2 hour drive of the property.

Required:

• Follow up with sales and marketing inquiries as needed.

• Prepare group client proposals and contracts as needed.

• Required Skills and qualifications

• Provide backup support to the Area Director of Sales, Director of Leisure Sales, Director of Group Sales, and Group Sales Manager.  

• Lead all leisure site tours including possible weekend dates, (when necessary and planned ahead). 

• Provide backup coverage for group site tours as needed when the group team is unavailable. 

• Plan itineraries for all fam trips and journalist visits, owning the “site alert document” to ensure that all elements of the itinerary are properly communicated to the appropriate department heads and booked accordingly. 

• Input sales leads from all sources into Delphi to track demand and other data points.

• Maintain a clean customer database for the sales team.

• Manage & input all group room blocks with direction from the Director of Group and Group Sales Manager.  

• Input group contracts into Delphi. 

• Secure deposits for all group programs.

• Update all 3rd party consortia sites/portals  with seasonal information and special offers, such as Virtuoso.com, TravellerMade.com, Amex FHR, Signature and Select. 

• Maintain Cvent profile, including need dates, promotions and images.

• Pull reports on ROI for fam trips, referencing CDRs to pull overall spend on each fam trip. 

• Direct any booking inquiries and special requests to the reservations team and follow up to ensure it is completed by operations.  

• Promote positive relations with key travel trade partners, guests and employees. 

• Assist with providing information to tour operator partners and agency partners for trade marketing.

• Assist with the planning of sales trips and trade shows such as booking restaurant reservations and booth details. 

• Support Sales to collect and input resume data to go into Delphi for each group. 

• Maintain confidentiality and security of specified resort information, correspondence, reports and files.

• Execute special projects with minimal supervision with proper follow through until completion. 

• Organize end-of-year gifting to top-producing travel trade partners and meeting planners. 

• Mailings and data entry as needed.

• Run scheduled ad hoc reports such as monthly or quarterly production reports for the sales teams as needed.\

• Amenities/Notes for Clients and VIPs such as Travel Advisors, Meeting Planners, VIP of client.

• Announce Upcoming Sites, Send SMYKM/Site Form, and follow up with the Director post site.

• Commission – f/u with accounting on any pending commission, cut checks, or W9 issues.

• Arrange the welcome amenity, personalized note, and biz card from the Sales Director/Manager.

• Exceptional follow-through and attention to detail.

• Google Suites proficiency. 

• HMS experience. 

• Pleasant, articulate, and professional phone demeanor.  

• High School diploma or equivalent.

• Must be “Team” focused.

• Ability to work a flexible schedule as the demands of the season fluctuates and to provide the best coverage to support sales.

• Ability to speak clearly, confidently, and thoughtfully to best represent the property on-site tours.

• Ability to multi-task and coordinate multiple projects at once. 

• Ability to make smart decisions that support resort operations. 

• Ability to professionally represent the resort, and interact with clients in a polished, responsible, and timely manner.

• Ability to communicate information to operational departments accurately and in a timely manner.

• Ability to portray Primland Auberge Resorts Collection as the unique destination resort that it is. 

• Ability to track sources of business, qualifying each call in order to better direct marketing efforts.

• Knowledge of HMS, Google Suite, Delphi. Able to manage group bookings using these systems.

• Knowledge of Primland Auberge Resorts Collection, other Auberge Resorts, and the local area.

• Desire to continually refine and improve the sales and marketing functions at Primland Auberge Resorts Collection.

• Timeliness in responding to all sales-related inquiries. 

Auberge Resorts 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 and spas, and gracious yet unobtrusive service. With hotels and resorts across three continents, Auberge invites guests to create unforgettable stories in some of the world’s most desirable destinations. Please visit aubergeresorts.com to learn more about our Collection. Follow us on Instagram, TikTok, Linkedin, Facebook and Pinterest: @AubergeResorts and #AlwaysAuberge.

Primland Ltd is an Equal Opportunity Employer, M/F/D/V. Primland Ltd 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, Primland Ltd 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.