Event Coordinator

Position Hours 12:00-5:00 Tuesday-Friday- Office/Outreach, 12:00-5:30 Saturday – Tasting Room coverage unless business demand dictates otherwise. Position Summary Under the guidance of Management, this position drives event-related revenue while independently planning, coordinating, and executing winery events. This role also provides tasting room coverage as needed, supporting guest experience, sales outreach, and administrative follow-through. Strong hospitality, communication, organization, and time management skills are required to represent the winery with professionalism and uphold brand standards. Essential Duties & Responsibilities Revenue Driving & Business Development — 40% Develop and execute an event business development strategy to achieve annual revenue, wine sales, profitability, and estate utilization goals. Prospect, solicit, and secure new business across corporate events, executive retreats, private celebrations, luxury hospitality experiences, and incremental sales programs. Build and maintain referral relationships with DMCs, winery associations, tour operators, hotel concierge teams, corporate planners, event agencies, community partners, vendors, and suppliers to drive event business and ensure strong service value. Manage a qualified sales pipeline, including lead generation, prospecting activity, referral productivity, conversion metrics, and forecast reporting. Represent the winery at offsite marketing, community engagement, and networking events to support outreach and secure new business. Event Coordination & Execution — 30% Plan and execute winery events in partnership with management and marketing, including setup, breakdown, service standards, staff direction, responsible service, and client communication. Coordinate caterers and vendors to support successful events and guest experiences. Analyze event workload and coordinate staffing for each event. Conduct pre-event coordination, including processing deposits, creating event planning folders, and managing communications with clients, attendees, and impacted internal departments. Conduct site visits for event venues and interact with clients to address needs and questions. Act as lead during events and onsite supervisor in the absence of Management. Conduct post-event analysis, improvement opportunities, monthly reporting, and client follow-up communications. Ensure public safety at events through responsible alcohol service, health and safety compliance, parking and traffic direction, and proper closing procedures. Operational & Administrative Support — 20% Train on-call servers and model service and safety standards. Monitor and maintain inventory and ordering for event wares, rentals, and supplies. Maintain and organize onsite event equipment and supplies. Secure winery buildings, grounds, and gates after guest and vendor departure. Tasting Room Support — 10% Provide tasting room coverage as needed, including concierge support, hosting guest experiences, wine club membership retention, glassware care, and other hospitality duties. Qualifications 2+ years’ experience in special events, hospitality, sales, or a related guest-facing role. Demonstrated ability to prospect, build relationships, and support revenue goals. Self‑motivated and able to work independently while managing multiple priorities, deadlines, and follow‑through. Strong customer service, interpersonal, and communication skills across in‑person, phone, and email interactions. Ability to handle guest concerns professionally and identify effective resolutions. Flexible, adaptable, and able to remain calm under pressure in a fast‑paced environment. Ability to represent and sell a luxury brand with professionalism and confidence. Knowledge of wine and wine tasting practices. Strong attention to detail and commitment to excellence. Working knowledge of CRM, POS, and ERP systems, with proficiency in Microsoft Excel, Teams, and Outlook. Must be able to work a flexible schedule as needed, including evenings, weekends, and holidays. Must be 21 years of age and have a valid Driver’s License. Ability to lift, push, and carry up to 50 lbs. Ability to stand for extended periods and walk across multiple surfaces, including concrete, stone, vineyard terrain, decomposed granite, uneven surfaces, and lawn areas. Ability to work in varied environments with fluctuating temperatures, including outdoor spaces, indoor hospitality areas, caves, production facilities, and vineyards. Ability to bend, reach, and safely set up or remove event equipment as needed, including chairs, tables, umbrellas, and related supplies. #J-18808-Ljbffr Tasting Room Expo