Rooms Coordinator

Sprung from the site of a fallow tree nursery, Wildflower Farms, Auberge Collection is a 140-acre retreat in New York’s Hudson Valley, just 90 minutes from New York City. Rooted in meaningful encounters with nature, the property sways with the seasons, surrounded by meadows of native flowers and woodlands. Anchored by its namesake farm with orchards, heirloom gardens, and animals, the retreat offers immersive seasonal experiences like foraging walks, cooking workshops, and healing sessions. A three-mile walking trail links 65 stand-alone cabins, cottages, and suites with the Movement Studio and Maplehouse, a lofty barn home to a dynamic cooking school. Accommodations are immersed in the ever-changing landscape, offering a deep sense of place. Guests are welcomed at The Shop, reminiscent of a well-curated potting shed, and the open-air Great Porch. Dining at Clay, the centerpiece restaurant, features source-origin cuisine that honors the region’s bounty. Thistle offers wild-crafted wellbeing that evolves with the seasons. The property also provides access to neighboring Mohonk Preserve, where wooded trails and cliffs invite world-class hiking, biking, and climbing. Named the Number 1 Hotel in New York State by Travel + Leisure for the 2025 World’s Best Awards and recognized with a One Key distinction from the inaugural Michelin Guide, Wildflower Farms is a basecamp for adventure, craft, and curiosity.

The Rooms Coordinator plays a critical role in supporting the operational foundation of the guest experience at Wildflower Farms. This position is responsible for the coordination of room inventory, room assignments, and pre-arrival operational planning, ensuring each guest arrival is seamless, intentional, and executed to the highest standard.

Working closely with Front Office, Housekeeping, Engineering, Itinerary Design, In-Room Dining, and Food & Beverage, the Rooms Coordinator ensures room assignments reflect guest preferences, operational flow, and business priorities. This includes reviewing upcoming arrivals, prioritizing VIPs and repeat guests, coordinating amenities, and aligning room readiness with guest expectations and operational needs. This role requires strong attention to detail, proactive planning, and the ability to anticipate and resolve challenges before they impact the guest experience.

As a key behind-the-scenes operator, the Rooms Coordinator directly influences arrival readiness, housekeeping efficiency, and overall guest satisfaction. Success in this role requires sound judgment, the ability to prioritize competing demands, and confidence in making real-time operational decisions in a fast-paced environment. This position serves as a foundational role for future leadership within the Rooms Division.

Core Responsibilities

Room Assignment & Inventory Management 

• Take full ownership of room blocking and assignment strategy, ensuring all reservations are pre-assigned accurately and in alignment with guest preferences, rate codes, and operational needs
• Ensure a high level of accuracy in room assignments, minimizing rework, room moves, and operational disruption
• Proactively assign rooms for arrivals 5+ days in advance, with a focus on suites, notable guests, and complex itineraries
• Ensure all connecting rooms, travel-with reservations, and group blocks are coordinated and aligned correctly
• Monitor and balance inventory daily, identifying constraints and adjusting assignments to optimize availability and flow
• Manage Out of Order (OOO) and Out of Service (OOS) rooms, ensuring accurate tracking, timely release, and proper communication across departments
• Make real-time adjustments to room assignments based on operational changes, guest needs, and inventory constraints, ensuring minimal disruption to the overall operation

Pre-Arrival Planning & Guest Preparation 

• Review arrivals daily and in advance (same day, next day, and up to 7+ days out), ensuring all guest preferences, notes, and special requests are actioned
• Identify and prioritize VIPs, notable guests, repeat guests, and special bookings, ensuring rooms are blocked and prepared accordingly
• Coordinate early arrivals, back-to-back stays, and late check-outs to minimize operational friction and maximize room readiness
• Ensure all pre-arrival details (ETA/ETD, amenities, room readiness) are accurately documented and communicated
• Partner with relevant departments to ensure rooms are fully prepared in advance of arrival

Operational Coordination & Execution 

• Act as the central point of coordination between Front Office, Housekeeping, Engineering, and Reservations for all room-related operations
• Monitor daily arrivals, departures, and room moves, ensuring smooth execution across all teams
• Communicate priority rooms and early arrivals to Housekeeping, ensuring alignment on cleaning and readiness timelines
• Support Engineering and Housekeeping with room status updates, maintenance holds, and room releases
• Ensure showroom, site inspection, and internal use rooms are properly blocked and managed
• Prioritize and balance competing operational demands, exercising sound judgment to support both guest experience and operational efficiency

Guest Experience Impact 

• Ensure every room assignment reflects guest preferences, operational flow, and overall experience standards
• Ensure  seamless arrivals by anticipating operational challenges and resolving them before guest impact
• Contribute to guest satisfaction by enabling smooth, timely, and accurate room readiness
• Support upgrades, prioritization, and strategic room placement based on guest profile and business needs
• Support strong arrival readiness by ensuring rooms are prepared in alignment with guest expectations and operational timelines

Reporting, Systems & Accuracy 

• Maintain strong working knowledge of Opera and all relevant systems used for room assignment and inventory management
• Review daily reports including arrivals, departures, room moves, and inventory status to ensure accuracy
• Monitor reservations booked daily and ensure timely room assignment
• Track and communicate inventory constraints, availability issues, and operational risks to leadership
• Maintain organized documentation and reporting related to room status, assignments, and operational planning
• Maintain consistent accuracy across all systems and reporting, ensuring room status, inventory, and assignments are reliable and up to date at all times

Communication & Collaboration

• Maintain clear, consistent communication with all operational departments to ensure alignment on room readiness and priorities
• Share updates on notable arrivals, room statuses, and operational constraints with leadership and relevant teams
• Collaborate closely with Guest Services leadership to align room strategy with overall guest journey goals
• Support a culture of teamwork, accountability, and proactive problem-solving

Pay Rate: $25/hour

• Previous experience in Front Office, Rooms Division, or Reservations (luxury hotel experience preferred)
• Strong understanding of room inventory management and overall hotel operations
• Experience with Opera (or similar PMS systems), with the ability to confidently manage reservations, room blocking, and inventory. 
• Familiarity with operational systems such as Alice, Canary and Book4Time preferred
• Exceptional attention to detail and strong organizational skills, with the ability to manage complex room assignments accurately
• Ability to operate effectively in a fast-paced, high-volume environment with constantly shifting priorities and manage multiple multiple priorities simultaneously 
• Strong communication and coordination skills, with the ability to work effectively across departments
• Ability to think critically, anticipate operational challenges, and proactively problem-solve
• Ability to remain calm, focused, and solution-oriented under pressure

About Auberge Collection
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, innovative wellbeing, and gracious yet unobtrusive service. With 30 one-of-a-kind hotels, resorts, and residences, Auberge invites guests to create unforgettable stories in some of the world’s most desirable destinations.

For more information: auberge.com

Connect with Auberge Collection on Instagram, TikTok, Facebook, and LinkedIn @Auberge and #AlwaysAuberge

About Friedkin
Friedkin is a privately held family of global brands spanning automotive, entertainment, hospitality, investments, and sports.

Founded in 1969 and headquartered in Houston, Texas, the company is led by Chief Executive Dan Friedkin, and united by a mission to build breakthrough brands that redefine the status quo.

The Friedkin portfolio includes Gulf States Toyota, 30WEST, Accelerated Solutions Group, AS Roma, Ascent Automotive Group, Auberge Collection, Congaree, Copilot Capital, Diamond Creek, Everton Football Club, GSFSGroup, Imperative Entertainment, Legendary Expeditions, NEON, Northside Lexus, Pursuit Sports, The Friedkin Group International, USAL and Westside Lexus.

For more information, please visit www.friedkin.com

Shinrin Yoku LLC is an Equal Opportunity Employer, M/F/D/V. Shinrin Yoku 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, Shinrin Yoku 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.