Private Member & Hospitality Coordinator

Job Description:

Since 1969, GARDEN CREEK Ranch Vineyards Winery is a family-owned, estate vineyards and winery nestled in the Alexander Valley of Geyserville, California — a place where extraordinary wine, exceptional hospitality, and a deep connection to the land come together. Garden Creek is built around a singular vision: to craft fine wines of place that reflect the character and beauty of this remarkable corner of Sonoma County.

We are seeking a collaborative, articulate Private Member & Hospitality Coordinator to administer, support and execute excellence.

SUMMARY
The Private Member & Hospitality Coordinator supports the day-to-day operations of Garden Creek Vineyards' Private Membership program and helps create a consistently exceptional experience for our Members and guests. This role calls for discretion, organizational strength, poise, and excellent judgment — paired with a genuine passion for gracious, personal silent luxury hospitality.
Working closely with the Director of Private Membership & Hospitality, this position serves as a connector across departments — ensuring that Member and guest experiences are handled with care, consistency, and attention to detail at every touchpoint. The coordinator supports administrative operations, scheduling, and the seamless flow of daily activity across the property and will assist the proprietors with administrative and executive tasks as needed.

ESSENTIAL FUNCTIONS
Member & Guest Relations:
•  Serve as a warm and polished first point of contact for Private Members, guests, and referral partners.
•  Handle Tasting & Tour inquiries with exemplary attention to detail.
•  Record reservation details, guest preferences, and hospitality notes accurately.
•  Maintain current and complete Private Member profiles and related records.
•  Anticipate guest needs and contribute to arrival experiences that feel effortless and personal.

CALENDAR, SYSTEMS and SHIPPING
•  Maintain scheduling across Tastings & Tours, events, internal meetings, and programming.
•  Keep Member and guest profiles current including preferences, acquisition history, and hospitality notes.
•  Support day-to-day office operations including correspondence, filing, database upkeep, and general administrative tasks.
•  Coordinate shipping for in-person purchases, online orders, and allocation releases.
•  Prepare shipping documents, including customer invoices and carrier labels, with accuracy and care.
•  Pack wines and collateral for outbound shipments, ensuring presentation reflects Garden Creek's standards.
•  Track shipments and proactively communicate delivery updates.
•  Monitor inventory of packaging supplies, printed materials, and small wares, and support restocking as needed.

EXPERIENCE EXECUTION & OPERATIONAL SUPPORT
•  Support the preparation and execution of winetastings.
•  Assist with food and beverage service as needed.
•  Manage setup, breakdown, furniture and equipment needs with care and efficiency.
•  Keep all experience spaces organized, stocked, and guest-ready at all times.
•  Coordinate with onsite vendors and delivery services in a professional and timely manner.
•  Support events and programming as needed, including evenings and weekends.

QUALIFICATIONS
•  College degree preferred.
•  Minimum 4 years of hospitality, luxury service, events, or related experience, preferably with sophisticated clientele or high-end wine consumers.
•  Strong understanding of luxury hospitality standards.
•  Adept and full understanding in Microsoft Office Suite and Winery CRM platform experience preferred.
•  Excellent written and verbal communication skills with strong attention to tone, grammar, and detail.
•  Passion for wine, culinary arts, culture, and hospitality, with a willingness to deepen knowledge.
•  Professional demeanor, polished presentation, and gracious hospitality mindset.
•  Ability to remain calm, resourceful, and solutions-oriented under pressure.
•  Flexible, team-oriented, and available for evenings, weekends, and holidays as needed.
•  Valid California driver’s license.

WORKING CONDITIONS
•  Combination of desk-based and active/on-foot work, depending on business needs.
•  Frequent computer use, deadline pressures, and multiple concurrent projects.
•  Frequent bending, stooping, squatting, reaching, climbing stairs, pushing, pulling, and carrying materials.
•  Ability to lift and move up to 45 pounds.
•  Ability to stand and walk for extended periods.
•  Overtime may be required based on event schedules and operational demands.

SKILLS & TRAITS
•  Excellent phone presence and interpersonal communication skills.
•  Highly organized, detail-oriented, professional and adaptable.
•  Warm, welcoming, service-driven, and collaborative.
•  Positive outlook and ability to work well under pressure.
•  Strong relationship-building skills, emotional intelligence, listening skills, and sound judgment.
•  Respect for structure, process, and consistency of processes.
•  Honest, dependable, and trustworthy.

BENEFITS:
•  Health Benefits
•  401(k) with employer match
•  Vacation & holidays
•  Learning & Development opportunities
•  Wine Allowance

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