Administrative and Marketing Coordinator

Job Description:

ADMINISTRATIVE AND MARKETING COORDINATOR
Premium Winery & Vineyard Estate
Position Overview

A privately owned, ultra-premium winery and vineyard estate in Alexander Valley, Sonoma County, is seeking an experienced Administrative and Marketing Coordinator with a strong background in luxury wine business operations. We are seeking a collaborative, articulate individual to administer, support and execute excellence.

SUMMARY
The Administrative & Marketing Coordinator supports day-to-day operations and assists in creating a consistently exceptional experience for our Members and guests. This role calls for discretion, organizational strength, poise, and exceptional attention to detail — paired with a genuine passion for gracious, personal, hospitality and a natural gift for communication. This role supports scheduling and daily operations, while assisting with administrative and executive tasks as needed.

ESSENTIAL FUNCTIONS

Member and Guest Relations
• Serve as a warm and polished point of contact for clients, guests, and referral partners.
• Handle winetasting and tour inquiries with exemplary attention to detail.
• Record reservation details, guest preferences, and hospitality notes accurately.
• Maintain current and complete client profiles and related records.
• Anticipate guest needs and contribute to arrival experiences that feel effortless and personal.

Experience Execution & Operational Support
• Support the preparation, setup & cleanup 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.
• Support events and programming as needed, including evenings and weekends.

Marketing & Brand Communications
• Coordinate Member communications.
• Maintain consistency in brand communications and messaging.
• Manage routine website content updates and basic maintenance.
• Support packaging, label, and print collateral projects in partnership with outside designers as needed.

Marketing Operations
• Own integrated marketing calendars, project timelines, and deliverables, ensuring seamless cross-functional communication across teams.
• Partner with Trade and DTC marketing counterparts to ensure consumer initiatives alignment, on schedule, and moving forward.
• Support the development and execution of annual marketing plans with brand and sales objectives.
• Manage budget tracking, invoicing, agency expenses, and campaign investment reporting.
• Compile monthly and quarterly brand and marketing performance reports, maintaining organized campaign recaps and results documentation.
• Take on additional projects and responsibilities as business needs evolve.

Administrative, Scheduling, Calendar & Database Management
• Maintain scheduling across winetastings & tours, events, internal meetings, and programming.
• Keep Member and guest profiles current and accurate including preferences, acquisition history, and hospitality notes.
• Support day-to-day office operations including correspondence, filing, database upkeep, and general administrative tasks.

Shipping Management and Coordination
• Coordinate shipping for onsite purchases, online orders, and allocation releases.
• Prepare shipping documents, including customer invoices and carrier labels, with accuracy and care.
• Track shipments and proactively communicate delivery updates.
• Monitor inventory of packaging supplies, printed materials, and small wares, and support restocking as needed.

Qualifications
• Bachelor’s degree required; marketing, communications, or a related field preferred.
• Minimum 4 years of office administration, 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.
• Valid California driver’s license.

What We Are Looking For
• 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.

Location & Travel
-Full-time, onsite in Geyserville, CA. Our onsite environment enables more efficient decision-making, stronger inter-department workplace, and a culture built on collaboration and execution.
-Occasional travel to support brand events, content creation, partnerships, and market sales visits.

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

Compensation
The expected starting salary range for this role is $65,000–$72,000 annually. Final compensation will be based on experience, qualifications, and business need.

To apply, please send a resume and a brief note on why this role and why this estate-driven brand appeals to you.

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