Event Coordintaor

Job Description:

Event Coordinator
Aperture Cellars & Devil Proof Vineyards
Healdsburg, California

Our Company
Aperture Cellars champions a range of stunning Bordeaux style wines from the Sonoma Valley. Founded in 2009 by winemaker Jesse Katz, Aperture wines are crafted from unique, cool-climate vineyards in Sonoma’s top regions. Wanting to craft wines on par with the quality and refinement that are so integral to a Bordeaux, Jesse set roots in Sonoma, believing it offers the best of both worlds: new world fruit and old world elegance.

Role Overview
The Event Coordinator is responsible for supporting the successful execution of all onsite and offsite events, working across departments to effectively manage details, tracking, and communication. This role provides exceptional hospitality internally, with vendors, and directly with our guests to create unparalleled experiences that translate our brand ethos and drive sales.

Responsibilities
•  Event Planning & Management: Coordinates site visits and intake calls for onsite and offsite leads. Manages offsite event logistics, including detailed event forms, shipping of wine and collateral, and guest lists in Tock. Oversees onsite logistics such as rental orders, vendor scheduling, and delivery coordination. Accurately decrements and tracks wine inventory for all events.
•  Event Execution: Serves as the primary point of contact for onsite vendor deliveries to minimize impact on tasting room operations. Creates and distributes run-of-show documents. Partners with the designated events lead to execute onsite consumer, trade, and corporate group experiences, including setup, breakdown, and floor management. Utilizes Adobe Illustrator to design and update event collateral.
•  Hospitality & Sales: Serves as a revenue-generating team member, utilizing polished sales techniques to meet or exceed targets. Provides an elevated guest experience by eloquently articulating the history of the estate, vineyards, and viticultural techniques. Processes transactions accurately, maintains detailed customer profiles in Commerce7, and drafts personalized follow-up correspondence to cultivate long-term client relationships.
•  Tracking & Administration: Leads tracking and reporting for all events, including generating individual event budget reports and post-event recaps. Updates internal and website event calendars, ensuring seamless communication across all estate departments.
•  Operations & Supplies: Maintains ongoing inventory and organization of event kits, catering equipment, and general supplies. Manages the procurement of specialty event supplies for custom projects.

Education, Experience & Qualifications
•  Must be at least 21 years of age with a High school diploma or GED equivalent.
•  1–2 years wine industry or hospitality experience; 1–2 years experience in events, sales, customer service, or presenting and selling luxury goods is preferred.
•  First-hand knowledge, appreciation for, and passion regarding wine, including prior experience in direct wine consumer sales.
•  Excellent written and oral communication skills with an enthusiastic, friendly, and elevated professional demeanor.
•  Strong organizational, multi-tasking, and analytical skills with exceptional attention to detail.
•  Proficient with Microsoft 365, winery CRMs and POS systems (Figure, Commerce7), reservation systems (Tock), and Adobe Illustrator.
•  Must be able to obtain Responsible Beverage Service and Food Handler (re)certification every 3 years.
•  Must have a valid driver’s license, a reliable mode of transportation, and be insurable by company standards.

Physical Requirements & Working Conditions
•  Ability to lift and carry up to 50lbs, and stand or walk for extended periods of time.
•  Must be able to work weekends, holidays, and some evenings. Position is Tuesday-Saturday with potential to shift based on event schedule.
•  Requires use of personal or company vehicle for event travel, running errands, or driving between job sites.

Salary & Benefits
•  Full benefit offerings, 401k with an employer match, and a competitive salary.

Aperture Cellars is an equal employment opportunity employer.

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