Trade Hospitality & Events Coordinator

Overview

Work Location:

Geyserville. Position

Purpose:

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

Functional Responsibility The office will be at Francis Ford Coppola in Geyserville, CA but may require travel to Black Stallion Estate Winery in Napa.

• Calendars, facilitates, and executes wine tastings, tours, experiences, and wine education-related activities for 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 accommodation and reservations for suites or cottages, partnering with cross-functional departments for execution.
• Proactively communicates with Sales teams to understand priorities for trade visits, including key brands and SKUs to highlight, and individual guest background and needs.
• Works 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 visits as well as specific guest requests according to the Hospitality Request Form.
• Maintains inventory and replenishment of Hospitality essentials in guest cottages or suites.
• Processes all charges related to visits and ensures receipts and reporting are provided in a timely manner.
• Supports, coordinates, and hosts special visits, onsite and offsite pourings, events, experiences and internal meetings, as assigned.
• In partnership with leadership, continues to develop trade programs, including operational improvements, new experiences, and customizations.
• Acts as a primary point of contact for all trade guests and builds rapport with winery teams.

• Creates and maintains proposals, contracts, and event orders for all events (meals, meetings, and larger events) including 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 the calendar of events for all private and internal sponsored events; secures necessary workforce, equipment, and other event-related requirements.
• Acts as Event Captain during events; supervises event staff to ensure accurate event operations and adherence to the event timeline.
• Facilitates phone inquiries, emails, and general correspondence related to trade, corporate and private special events.

Other duties may be assigned.

Other duties may be assigned.

• High School diploma or equivalent;
  Associate degree is a plus.
• Minimum three years wine or hospitality-related experience in a customer-facing role (winery, restaurant, hotel); experience working with or equivalent working knowledge of wine trade.
• Wine industry experience and knowledge is strongly preferred; wine education certification is a plus.
• Must be 21 years of age.
• Flexible schedule, including evenings, weekends, and some holidays, to meet needs of the DFW Sales team and Hospitality events.

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

• Working knowledge of the wine industry and culture.
• Ability to communicate wine knowledge to all levels of experience.
• Meticulous attention to detail and strong organizational skills.
• Proactive planning, critical thinking,…