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Event Coordinator

2 months ago

Napa, United States Crimson Wine Group Full time
Position Summary

Under the guidance of the Event Manager, this position’s primary purpose is to create and promote a memorable guest experience by planning, coordinating, and executing winery events. With both customer-facing and administrative duties, the ideal candidate is skilled in hospitality operations, time management and prioritization. Exemplary communication and organizational skills, ability to manage multiple tasks efficiently, maintain composure under pressure, a professional demeanor and a service heart are required to ensure all interactions with internal and external stakeholders reflect our brand standards and company values.

Essential Duties & Responsibilities

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodations or other reasons.
  • Assist Special Events Manager in planning and execution of winery events including, but not limited to set up, break down, maintaining best service practices, responsible service, staff direction, and communication throughout event with client for flawless event.
  • Work with catering and vendors to provide necessary guidance & assistance to ensure the success of events and visitor experience.
  • Analyze event workload and coordinate staffing for each event.
  • Conduct pre-event coordination such as processing deposits, creating event planning folders and managing communications with clients/attendees in regard to event details (e.g., linen selections, menu selections, food allergies, special décor, wine pairings, etc.) and impacted internal departments (e.g., cellar crew, tasting room).
  • Conduct post-event analysis and activities such as creating a P&L statement, identifying future areas of improvement, monthly reports for submittal to Special Events Manager, and sending follow up communications and thank you to client.
  • Train on call servers, be role model for service and safety standards.
  • Act as lead during events, and onsite supervisor in absence of Event Manager.
  • Conduct site visits for Special Event venues and interact with clients to address needs and questions.
  • Maintain strong working relationship with Destination Management Companies (DMC) organizations, winery associations and other businesses involved with event promotion.
  • Maintain strong relationship with vendors/suppliers. Negotiate beneficial arrangements with suppliers to ensure best value and service.
  • Represent winery at outside functions including offsite marketing events, community engagement and networking events. Assist Special Events Manager with outreach program to secure new business.
  • Monitor and maintain inventory/ordering system for all event wares and rentals, and event supplies.
  • Assist Event Manager with projects as needed.
  • Uphold all Crimson Wine Group policies and procedures.
Physical Demands
  • Able to lift, push and carry up to 50 lbs.
  • Stand for extended periods of time, and walk over multiple surfaces (concrete, stone, vineyard, decomposed granite, uneven surfaces, lawn, etc.)
  • Ability to work in diverse areas with fluctuating temperatures and environments; outdoors, indoors, cave, production facility, vineyards.
  • Set-up and/or remove equipment as needed including chairs, tables, umbrellas, etc.
Winery & Security
  • Perform all proper closing procedures at the end of each event to ensure cleanliness and security of facilities and security of staff.
  • Ensure public safety at all events through responsible alcohol service and compliance with health/safety regulations.
  • Secure winery buildings and grounds, close and lock gates after guest and vendor departure
  • Maintain and organize all onsite event equipment and supplies.
  • Supervise parking and traffic direction during guest arrival and guest departure.
  • Coordinate routine maintenance for all large equipment and maintain repair records. (ice machine, reach ins, freezers, dishwashers, etc.)
Qualifications
  • 2+ years’ experience in special event and/or hospitality positions.
  • Self-motivated with the ability to handle multiple projects, prioritize and meet deadlines.
  • Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm and a sense of urgency and remaining calm under pressure.
  • Excellent customer service and interpersonal skills; telephone, email and in person; friendly, helpful, and professional with the ability to speak clear and concisely.
  • Ability to communicate collaboratively and cohesively with colleagues, supervisors, and customers.
  • Ability to handle customer service complaints and find effective resolutions.
  • Must understand and demonstrate the ability to sell a luxury brand.
  • Knowledge of wine and wine tasting practices.
  • Extreme attention to detail, follow-up, and follow-through.
  • Commitment to excellence and high standards. Experience with luxury brands a plus.
  • Working knowledge of CRM/POS/ERP systems as well as proficiency in Microsoft Excel Teams, and Outlook.
  • Ability to learn new systems quickly. Experience with Wine Direct and Business Central a plus.
  • Must be able to work a flexible schedule as needed, including evenings, weekends, and holidays.
  • Ability to work in diverse areas with fluctuating temperatures and environments; outdoors, indoors, cave, production facility, vineyards.
  • Must be 21 years of age.
  • Must have a valid Driver’s License.

All applicants will receive consideration for employment without regard to all federally and state protected classes. If you require assistance to participate in the application process, please contact us at HR@Crimsonwinegroup.com.

The projected hourly pay rate for this position is $26.00 per hour (in addition to tips, incentive and quarterly kicker). This is the projected compensation for the position however the actual compensation offered may vary based on job-related factors such as (but not limited to) candidate qualifications, related experience and education, candidate work location and market data. Crimson Wine Group reserves the right to modify the pay range/rate at any time in the future.