Operations and Events Coordinator

7 days ago

Oakland, United States Maisons Marques & Domaines USA Full time

Title: Operations and Events Coordinator                                              

Reports to: Director of Marketing Operations  


Overview:


The Operations and Events Coordinator at Maison Marques & Domaines, Inc. is an integral part of the team that supports Marketing Operations and PR Leadership to execute day to day operations for a portfolio of industry leading, family owned wineries. The Operations and Events Coordinator will bring exceptional communication skills and attention to detail to manage multiple projects simultaneously. They will regularly be in touch with the sales team, winery contacts, press and event organizers.


This is a full-time, salaried position with benefits located in our Oakland, CA office.


Job duties:


Marketing Operations

·        Press sampling: operations & logistics (25%)

o  Regularly review sampling planning and calendars for the main trade publications; manage deadlines and handle day-to-day sample mailings in coordination with Shipping Coordinator

o  Coordinate annual sampling plans per brand for the major scoring publications

o  Gather technical and other information for large scale sample mailings in liaison Communications Manager

o  Work with suppliers and office team to coordinate dispatch of press samples

o  Monitor shipping budget


·        Events (25%)

o  Responsible for analyzing historical event data, pictures, and brand standards to best showcase portfolio of wines and desired aesthetic.

o  Support execution of special events, including planning and creative development with direction from the director of Marketing and Communications Manager.

o  Oversee the execution of bi-annual National Sales Meeting including set-up and breakdown from beginning to end.

o  Assist with hotel accommodations and flight booking as needed.

o  Assist with logistics by gathering collateral, gifts, and other necessary materials to be shipped to venues and on-site Teams.

o  Communicate event details cross-departmentally through the generation of detailed run of shows.

o  Assist in tracking budgets

o  Occasionally pour wine at events and assist with tastings


·        POS (20%)

o  Maintain calendar and track incoming shipments

o  Track monthly budgets including invoice coding, auditing

o  Review on-hand inventory on a regular basis and ensure all items are current

o  Manage relationship with vendors and place re-orders in a timely manner

o  Collaborate with DOM to develop special display projects, new POS items and deliver within deadlines

o  Support MMD sales members on order processing

o  Support special requests from National Sales team as needed


·        Winery visits (15%)

o  Coordinate with winery hospitality managers and sales team to arrange wineries visits

o  Maintain calendars, spreadsheets and form up-to-date

o  Ensure timely and smooth communication between the parties


·        Suppliers Visits (15%)

o  Ensure that our suppliers US market visits calendar is up-to-date with logistics details

o  Draft itineraries, logistical timelines and details for visiting winemakers and export managers

o  Coordinate hotels/flights/transportation as needed


Assist with special projects as needed.


What you bring:

·        Strong communication skills, both written and verbal, with a customer-centric mindset

·        Highly organized and reliable, with an interest to work as part of a dynamic team in an international environment. Manage multiple projects at once across departments and meet critical deadlines

·        Meticulous attention to detail, ensuring thorough completion of tasks and project with an eye for design and aesthetics

·        Flexible attitude and can manage constantly changing priorities with enthusiasm

·        Solid business acumen and financial competency related to event and hospitality operations, including budget tracking and management

·        Education: Bachelor Degree preferred, CMS WSET certifications and previous experience in the wine industry is a plus

·        Available to work occasional evenings/weekend to accommodate event preparation.

·        Available to occasionally travel as a winery representative to trade events (nationally)

·        Ability to lift 40 lbs. and stand for extended periods

·        The position is based in Oakland and reports to the office Monday-Friday


Our benefits

·        Competitive compensation commensurate with experience

·        Full Healthcare Package including medical, dental, and vision insurance, long-term disability insurance, life, and AD&D insurance

·        Paid time off

·        Paid holidays

·        401k & Company Match

·        Flexible spending account

·        Free parking



Maisons Marques & Domaines USA Inc.(MMD USA) was founded in 1987 as the U.S. sales and marketing arm for Champagne Louis Roederer and its California winery, Roederer Estate. Today, the company has grown into a well-respected niche-marketer and importer of family-owned, prestigious producers and is the recipient of many awards including Wine Enthusiast Importer of the Year. In spite of its growth, Maisons Marques & Domaines has retained the spirit of a small, hands-on company with a very dedicated team. It has built long-lasting, mutually rewarding alliances with key distributors in each U.S. market, based on personal commitment and entrepreneurship. As the wine industry continues to evolve in the U.S., MMD USA intends to remain an outstanding and distinctive ambassador of the wineries it represents.

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