Hospitality and Events Coordinator

Friday, 17 November, 2023

Responsibilities include developing and overseeing meetings, and events based on the winery and client requirements, facilitating  all administrative and logistical matters pertaining to trade hospitality, including processing and calendaring hospitality requests forms, maintaining all trade and event calendars, proactively reaching out to sales team to understand their priorities for trade visits, developing individualized guest experiences, and assisting in executing trade events. This position is required to be onsite.

Essential Duties


  • Creates and maintains proposals, contracts, and event orders for all events (meals, meetings, and larger events) to include a timeline, schematics, vendor contracts, details, and guest requests within winery parameters
  • Plans, organizes, facilitates, and executes private and company-sponsored hospitality events. Reviews and maintains calendar of events for all private and internal sponsored events; secures all necessary workforce, equipment, and all other event-related requirements
  • Acts as Event Captain during events; communicates with and supervises event staff to ensure accurate event operations and precise flow of event timeline
  • Facilitates phone inquiries, emails, and general correspondence that relate to trade, corporate and private special events
  • Oversees and participates in routine set-up and breakdown of event space


  • Calendars, facilitates, and executes wine tastings, tours, and wine education-related activities for VIP, International, and Trade guests to showcase wines
  • Processes billing for event functions, hospitality, and internal culinary
  • Facilitates guest cottage check-in and check-out, performs walk-through and explains appliance functions, offered amenities and emergency procedures
  • Executes sales and internal requests for guest visitations upon arrival at Guest Cottages as well as specific guest requests according to the Hospitality request form
  • Maintains inventory and replenishment of hospitality essentials in guest cottages
  • Acts as primary point of contact
  • Builds rapport and establishes relationships between trade guests and the winery team
  • Assists in developing and setting luxury standards of guest service, wine-tasting experiences, and events

Minimum Requirements

Education and Experience

High School diploma or equivalent

Three years’ experience managing small and large events. 

Wine industry experience and wine knowledge is strongly preferred

Flexible schedule, days of the week and hours of the day to meet the needs of the Sales team and Hospitality events including evenings, weekends, and some holidays required

Certificates and Licenses

Valid driver’s license and clean driving record

Knowledge, Skills, and Abilities

  • Meticulous attention to detail and extremely organized
  • Proactive planning, critical thinking, and problem-solving skills
  • Exceptional active listening, verbal, and written communication skills
  • Demonstrates excellent customer service and patience
  • Must possess a friendly, professional demeanor and appearance
  • Strong computer skills, MS preferred (Word, Excel, PowerPoint, MsExcel)
  • Working knowledge of the wine industry and/or culture