Hotel Operations Coordinator

Excited to grow your career? We value our talented employees, and whenever possible strive to help one of our associates grow professionally before recruiting new talent to our open positions. If you think the open position you see is right for you, we encourage you to apply! Our people make all the difference in our success. About the role : As a Hotel Operations Coordinator, you will support Backroads' global hotel partnerships by managing contracts, maintaining strong relationships with hotel partners, and helping secure the inventory needed to operate our trips. You will work closely with Regional Directors and cross-functional teams to resolve challenges, support guest bookings, and ensure agreements are accurately tracked and executed. This role offers the opportunity to make a meaningful impact on the guest experience by helping build and maintain the partnerships that bring our trips to life. What You'll be doing: Manage relationships with assigned hotel partners, serving as a primary point of contact and representing Backroads in all written and verbal communications. Coordinate the hotel contracting process from initial outreach through final approval, negotiating and confirming dates, rates, and contract terms. Evaluate and recommend rates, terms, and contracting strategies to management while ensuring agreements align with business needs and operational goals. Partner closely with Regional Directors to address availability challenges, denied dates, and other issues impacting trip operations. Collaborate cross-functionally with Rooming, Demand Planning, and Finance to resolve questions and issues affecting guest bookings and hotel inventory. Maintain accurate contract and partner information in Salesforce and other systems, ensuring efficient tracking and management of agreements. Secure and maintain hotel inventory and partnerships that support exceptional guest experiences and the successful operation of Backroads trips worldwide. What You’ll Need to be Successful: Strong communication skills: You will have extensive correspondence that relies on you being conversant in our systems, timelines, guidelines, and terminology. Ability to work independently and with a team: You will be collaborating and often contributing to discussions amongst internal teams; you also work effectively without a lot of support or structure. Problem-solving skills: As an action-oriented self-starter, you’re eager to apply your expertise in diagnosing inefficiencies, determining root causes, and recommending solutions to complex challenges. Credibility: You quickly develop a thorough understanding of Backroads business timelines and establish credibility as a reliable resource. Adaptability: Ability to manage a variety of global markets with hotels that operate on different timelines, under different terms. Negotiation and sound judgment: Comfortable discussing rates and terms with hotel partners and making thoughtful recommendations that balance Backroads’ needs with those of our partners Affinity for systems: Comfortable learning and working with Salesforce and other business systems and tools. Attention to detail: Highly organized and accurate, with strong follow-through and a commitment to getting the details right. About the Team: The Hotel Operations team is responsible for reaching agreements with over 850+ luxury hotel & ship partners annually to secure accommodation for upcoming seasons. We’re deeply focused on account & relationship management to foster mutually beneficial partnerships, drive operational excellence, and deliver exceptional guest experiences. The team is comprised of contract and data administrators and located in Berkeley, CA & Utrecht, Netherlands. Work environment: On-Site, Berkeley, CA 4 days in-office, 1 day work from home (Wednesdays)