Guest Service Administrative Coordinator

Company Description

Auberge du Soleil is the flagship location of the Auberge Collection. Service is attentive yet unobtrusive, genuine yet poised. Our employees are committed to ensuring that each guest’s stay is perfect. Auberge du Soleil is a member of Relais & Châteaux, an international association of 500+ elite independent hotels and restaurants in 60 countries. Founded in France and headquartered in Paris, the association serves as an ambassador for the French "joie de vivre" and the highest culinary standards. As an employee of Auberge du Soleil, you will enjoy not only the stunning beauty of our gorgeous Napa Valley hillside, but also competitive pay, benefits, and a challenging, fun working environment.

Job Description

The Guest Service Administrative Coordinator plays a vital behind-the-scenes role in delivering exceptional, personalized guest experiences. This position supports the concierge team through detailed administrative coordination, itinerary development assistance, guest communications, and PBX coverage.

While this role is not guest-facing in the traditional sense, it is deeply connected to the overall guest journey. The ideal candidate thrives in a fast paced luxury environment, demonstrates exceptional organizational precision, and communicates with warmth, polish and professionalism.

• Assist the concierge team in building, formatting, and finalizing detailed guest itineraries.
• Ensure all confirmations (dining, transportation, activities, spa, winery visits, etc.) are secured and documented accurately.
• Track reservation deadlines, cancellation policies, and follow-up requirements
• Maintain organized records of vendor communications and confirmations.
• Update internal systems with accurate guest preference and itinerary details.
• Communicate via phone and email with professionalism consistent with luxury service standards.
• Ensure all correspondence reflects warmth, clarity, and brand voice.
• Identify opportunities to elevate the guest experience through thoughtful follow-through.
• Provide PBX support during peak times, breaks or as operationally required.
• Answer calls promptly and professionally, directing inquiries accurately.
• Uphold excellent service level telephone etiquette and standards.
• Escalate urgent matters appropriately.
• Support the concierge team during high volume periods.
• Assist with special projects, VIP coordination documentation, and seasonal initiatives.
• Contribute to a culture of collaboration, precision, and anticipatory service. 

Qualifications

• Prior administrative, hospitality, or luxury service experience preferred.
• Exceptional written and verbal communications skills.
• Highly organized with strong attention to detail.
• Ability to manage multiple tasks and deadlines with composure.
• Ability to handle sensitive guest information with discretion.
• Professional telephone etiquette.

Wage range: $20.00 - $23.00

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 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: @AubergeCollection and #AlwaysAuberge.

Terre du Soleil Ltd is an Equal Opportunity Employer, M/F/D/V. Terre du Soleil 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, Terre du Soleil 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.