Trade Hospitality & Events Coordinator

Position Purpose

Under general supervision, the Trade Hospitality/Events Coordinator is responsible for helping manage and deliver excellent hospitality experience for trade guests visiting the winery. Assists managers  in administrative and logistical matters pertaining to trade hospitality, including processing and calendaring hospitality request forms, maintaining all  property trade calendars, proactively reaching out to sales team to understand their priorities for trade visits, developing individualized guest experiences, and assisting in trade events. 

Functional Responsibility

Essential Duties

• Calendars, facilitates, and executes wine tastings, tours, experiences, and wine education-related activities, for or requested by executives, owners, sales, trade, media, marketing, leadership, and internal and external needs
• Processes, coordinates, and calendars hospitality request forms, maintains trade calendars, responds to personalized guest requests and assists in  events and experiences
• Manages overnight accommodations and reservations for suites or cottages, appropriately partnering with cross-functional departments for execution
• Proactively communicates with Sales teams to understand their priorities for trade visits, including key brands and SKUs to highlight, and individual guest background and needs
• Works directly with Brand, Sales, and Winemaking teams to understand Brand strategies and priorities and create experiences and programs to showcase wines and educate trade guests
• Executes Sales and Internal requests for guest visitations as well as specific guest requests according to the Hospitality Request Form
• Maintains inventory and replenishment of Hospitality essentials in guest cottages or suites
• Assists in the billing of departmental charges after guest departure
• Processes all charges related to visits and ensures receipts and reporting are provided in a timely manner
• Create reporting documents, procedures, and SOPs for trade operations
• Supports, coordinates, and hosts special visits, onsite and offsite pourings, events, experiences and internal meetings, as assigned
• In partnership with leadership team, continues to develop trade programs, including operational improvements, new experiences and customizations
• Acts as a primary point of contact for all trade guests in the absence of the manager
• Builds rapport and establish relationships between trade guests and winery team
• Assists in developing, creating, and training luxury standards of guest service and onsite experiences

For Events; May be responsible for the following duties as well

• Creates and maintains proposals, contracts, and event orders for all events (meals, meetings, and larger events) to include timeline, schematics, vendor contracts, details, and guest requests within winery parameters
• Plans, organizes, facilitates, and executes private and company sponsored hospitality events. Reviews and maintains calendar of events for all private and internal sponsored events; secures all necessary workforce, equipment, and all other event-related requirements
• Acts as Event Captain during events; communicates with and supervises event staff to ensure accurate event operations and precise flow of event timeline
• Facilitates phone inquiries, emails, and general correspondence that relate to trade, corporate and private special events

*Other duties may be assigned
 

Non-Essential Duties

*Other duties may be assigned

Minimum Requirements

Education and Experience

• High School diploma or equivalent; Associate degree is a plus
• 3+ years related work experience
• Experience working with or equivalent working knowledge of wine trade
• Wine industry experience and wine knowledge is strongly preferred, wine education certification is a plus

Certificates and Licenses

• Valid driver’s license, appropriate automobile insurance coverage, and clean driving record
• TIPS certified or certification within 90 days of employment
• CA food handler’s certification required
• Must be 21 years of age

Knowledge, Skills, and Abilities

• Must be extremely organized with impeccable attention to detail
• Understands hotel management and scheduling
• Excellent proactive planning, critical thinking and problem-solving skills
• Exceptional active listening, verbal and written communication skills 
• Demonstrates excellent customer service and patience
• Must possess a friendly, professional demeanor and appearance
• Strong computer skills, MS preferred (Word, Excel, PowerPoint, Publisher) 
• Working knowledge of the wine industry and/or culture

Working Conditions

• General winery environment with occasional travel
• Required to drive automotive vehicle or equipment
• Indoor and outdoor environment with exposure to the elements/temperature variations
• Exposure to weather-related temperature & humidity extremes
• Extended Hours
• Shift Rotation
• Work in close quarters or confined spaces
• Exposure to varying levels of dust, chemicals, fumes, gases, and noisy equipment
• May need to determine color, taste and smell of wine using eyes, tongue, and nose
• Occasionally may be required to lift and carry cases of wine

Work Standards

• Acts in a manner reflective of the Company culture of High Moral Standards, Innovation and Continuous Evolution, Trust in Team, Continuous Improvement, and Sustainable Relationships
• Communicates, interacts, and works effectively with others; receptive to feedback and coaching; voices concerns in a constructive manner.
• Demonstrates commitment to safety first; communicates safety concerns; promotes a safe work environment based on established safety standards and training.
• Follows all Company policies and procedures
   

Additional Comments

Management retains the discretion to add to or change the duties of the position at any time.