Rooms Controller

Company Description

Stanly Ranch, Auberge Collection is the resort of new Napa, bringing a bold, dynamic energy and creating an unrivaled destination and community itself. Set on over 700 acres of rolling vineyards and farmland in the southern section of Napa Valley’s wine-growing region with access to both Napa and Sonoma, the resort includes 135 airy cottage guestrooms and suites, featuring outdoor terraces with fire pits and views of the Mayacamas Mountains.

Stanly Ranch offers a rare ownership opportunity consisting of a limited collection of three- to six-bedroom Vineyard Homes and furnished two-bedroom Villas. The resort features Halehouse, an Auberge spa offering targeted and intentional treatments that help you reach your full potential, three unique dining venues including Bear, which pays homage to local farmers and makers, and a behind-the-scenes look at wine country with a unique range of thrilling adventures and immersive experiences.

Embracing its 100‑year Napa Valley history, Stanly Ranch, Auberge Collection has undergone an evolution from a working ranch to a deeply‑rooted luxury destination capturing the casual honest luxury of culture and cultivation.

Join our team as Rooms Controller and become part of the Stanly Ranch Family. We are looking for someone who can put the pieces of the puzzle together while maintaining a strong eye for detail and being able to anticipate challenges. Duties will entail many facets of auditing reservations for the resort including ensuring accuracy of room assignments, billing needs, and other tasks.

You’ll work closely with the resort’s Reservations, Operations, and Sales Teams.

As a Rooms Controller, your responsibilities include:

• Rooms plotted, moving other reservations around if required in order to plot room
• Rate info verified, proper initial deposit taken (half or full based on cxl policy window)
• Any qualifying notes to put on the reservations (cxl. policy info, rate package info, etc.)
• If 3rd party booking, create the proper billing patterns and add any qualifying notes.
• Verifying correct room assignment and notes on file regarding any rate info package
• When time permits, follow similar process for any reservations created today

• Utilize reports via Opera to check all cancellations made the day or days prior to running the reports
• Ensure deposits are refunded where possible, applying cancel fees where applicable
• Ensure that the resorts are run regularly in order to help make End of Quarter/End of Year Deposits Ledger cleaning smoother

• Checking for any offset room issues or find possible room blocking issues
• Upgrading where applicable to create multi‑night booking windows where there weren’t any at all or for specific room categories
• Maintain keen observation of all sold out opportunities and find appropriate solutions for those scenarios in accordance with Stanly Ranch standards

• Deposit Ledger Management
• Assist in maintaining logs of out of order rooms
• Audit the resort’s deposit ledger reports
• Amend all necessary accounts with deposits from canceled reservations that need to be refunded, forfeited, or moved forward to future reservations, active or PM Holds
• At year end, ensure everything applicable is moved forward to the next year where needed, and refunded or forfeited if needed
• Work with event managers and reservations to block off special interest guests

• Look for upcoming reservations that are inclined to upgrade their stay or find possible options to create upsell revenue opportunities
• Daily Room Plotting, working with Front Desk and Housekeeping as rooms become available
• Communicate with guests regarding arrivals, in‑room requests, etc., via chat base systems that are in place
• Room assignment with amenity requests, relaying with coinciding FB team or other that delivers them
• Double checking future room plotting for upcoming guests and stays in the week or 2 weeks out
• Verify and adjust billing for guests, Departures, Open Folios, and questions in regards to rates
• Assist with check‑ins and…