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Lead Event Sales Coordinator

4 months ago

Sonoma, United States Bundschu Co Full time
Job DescriptionJob Description

Job Title: Lead Event Sales Coordinator

Department: Private Events Department

Directly Reports to: Assistant Events Manager

Work Environment:

Creating quality wine and experiences since 1858—The Bundschu Company owns and operates Gundlach Bundschu Winery and Abbot’s Passage Winery & Mercantile. Owned and managed by the Bundschu family for over 160 years, the company has built a robust and storied wine industry legacy by continually looking forward and pushing boundaries on all sides. We are known for best-in-class wines, beautiful settings, dynamic customer experiences, and a spirit of unpretentious and youthful approachability.

We strive to create a working environment that inspires personal and professional growth and a business that affords a meaningful and enriching lifestyle to all its participants. We hire people of any race, gender or sexual orientation who have fun pushing themselves to perform at the highest levels, every day. We are open minded people with integrity who do the right thing and act the right way, whether or not anyone is looking. We are looking for hard working, smart thinking, motivated, innovative, and collaborative individuals who value our legacy and are ambitious enough to create one of their own.

Nature of Role & Responsibilities

The Lead Event Sales Coordinator will be responsible for assisting the Assistant Events Manager with the coordination and execution of all Bundschu Company Events. With a finetuned focus on smaller, more intimate group sizes, this role will assist in creating a world class hospitality experience for each guest that visits Bundschu Co properties, all while maximizing ROI and departmental efficiency.

The ideal candidate for this position should be passionate about creating unique and memorable customer experiences, maintain a strong work ethic, exude positivity and leadership characteristics, demonstrate supreme attention to detail, and have a flexible schedule, including weekends and evenings.

DUTIES AND RESPONSIBILITIES:

Priorities:

  • Event Support and Customer Relations: 40%
  • Event Coordination and Execution: 60%

ESSENTIAL DUTIES:

  • Event Sales and Customer Relations
    1. Assist in event sales, coordination, and execution for all private groups
      • Finalize contracts; provide estimates in a timely manner.
      • Facilitate communication before, during and post event with winemaking, tasting room and facilities departments.
      • Conduct pre-planning meetings to develop timelines, and product lists, work with retail managers to ensure staffing and all logistical needs.
      • Main liaison to ensure communications and bookings between our events planning platform (TripleSeat) and reservation system (Tock) are streamlined and accurate.
      • Coordinate contract details with vendors and caterers. Facilitate pickups/deliveries as needed.
      • Prepare event recap and produce actual profit/loss results by event.
    2. Own all site visits and support with wine tastings for potential clients of any size group
    3. Build rapport with guests by sharing information about our vineyard, philosophy, and wines
    4. Support Management Team in maintaining monthly inventory of wine and merchandise event space
    5. Support departmental goals and rally the events team to hit our monthly sales, wine club sign-ups and data collection goals.


  • Event Coordination and Execution
    1. Support Private Events team with all aspects of event setup and breakdown, including POS register and cash management, menu customizations, culinary vendor coordination, opening/closing the property.
    2. Responsible for supporting all concerts & and all internal events such as wine club, VIP, and family events on or off-site, assuming same setup/breakdown responsibilities
    3. Work with Private Events Assistant Manager to closely monitor departmental expenses; monitor and control food, beverage, and labor costs.
    4. Hands on pre-event set up, including furniture placements, glassware preparation, bathroom checks, and assuring the event space is polished and ready for guests.
    5. Assist with event diagrams, menus, and signage when needed.
    6. All other duties, as assigned.

WORKING CONDITIONS

  • Must be able to work all days, nights, weekends, holidays and shifts as scheduled.
  • Regular work requires a great deal of standing, lifting, bending, and stretching.
  • Must be able to stand for 8 hours.
  • Ability to lift and carry up to 50 lbs. or more with assistance.
  • Must be able to work at either at Gundlach Bundschu and Abbot’s Passage Winery. Must have reliable transportation between locations during the shift/event as required.
  • Work in a verity of weather conditions from cold to hot