Area Sales Coordinator - Remote

About the Company

A beloved local landmark for over 150 years, White Barn Inn, Auberge Collection is synonymous with warm New England hospitality, rustic charm, and uncompromising attention to detail. Just a 90‑minute drive north of Boston in the charming coastal town of Kennebunk, Maine, the 28‑room property is renowned as one of the country’s most distinctive getaways offering supreme levels of quality, luxury, and gracious service.

The hotel’s four waterfront cottages and one‑of‑a‑kind houseboat boast coastal views and access to White Barn Marina. Amenities include an outdoor infinity pool, coastal views, an award‑winning spa, two restaurants, convenient access to fine shopping and art galleries in Kennebunkport, as well as a variety of experiences from bike riding to local apple orchards to traditional Maine lobster bakes. The White Barn Restaurant, a culinary legend, Forbes Five Star and AAA Five Diamond fine dining destination, offers seasonal, contemporary New England cuisine while the new Little Barn is a casual eatery highlighting the local Maine farmstead and fisheries to the table in flavorful, approachable dishes.

In summer 2020, White Barn Inn unveiled a property‑wide redesign led by New York‑based Jenny Wolf Interiors that refreshed guest rooms and public spaces with playful contemporary touches and elements from local Maine purveyors.

The Area Sales Coordinator assumes a pivotal role, providing support for the remote and on‑site group sales team for The White Barn Inn, Mayflower, The Vanderbilt and Wildflower Farms. This role curates a seamless experience. As a guardian of operational excellence, the Area Sales Coordinator works in tandem with the systems coordinator and the leisure sales coordinator.

Duties include the coordination of all daily needs required to assist the group sales managers and the area director of sales; prospecting and qualifying group leads, managing Delphi bookings, advanced planning and preparation of site inspection and VIP visits, working in cooperation with the events team to host planning sites, working in cooperation with other departments, and assisting with pop‑up site visits as needed.

Face‑to‑face interactions with guests and staff and written communications with clients are primary job functions.

• Create contacts, accounts and bookings in Delphi.
• Create expenses reports, trip reports and group invoices.
• Create amenities for upcoming clients.
• Plan, prepare and host group site visits, which may include client entertainment.

• Assist sales team with Delphi accounts—lead entry/bookings management, contracts, proposals, lead qualification, prospecting, expenses reports, trip reports, group invoicing, etc.
• Assist with advanced sales trip planning and post‑trip follow‑up.
• Monitor daily glitch reports for in‑house groups, VIP clients and site guests on behalf of sales managers.

• Assist with site/VIP reservations, required site documentation and partner with reservations as needed.
• Pre‑planning and preparation for site visits and VIP stays in collaboration with sales managers.
• Participate in planning sites in tandem with the events department as needed to assist with room shows.
• Conduct site inspections when the sales manager is not on property or otherwise not available.
• Meet/Greet group clients and VIPs upon arrival and departure.

• 2 years experience as a sales/catering assistant, preferably with use of Delphi and Opera systems.
• Excellent verbal, written, presentation, and interpersonal communication skills.
• Strong attention to detail, ability to multi‑task and manage time efficiently.
• Demonstrated ability to work with and support cross‑functional project teams.

WBI Operations LLC is an Equal Opportunity Employer, M/F/D/V. WBI Operations LLC 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, WBI Operations LLC 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.