Clubhouse Coordinator (Wine Jobs: Management & Administration)

  Domaine Serene Vineyards & Winery

  Dayton, Oregon

Clubhouse Coordinator Mission: The Clubhouse Coordinator creates and maintains a welcome and professional environment for guests and employees. This position oversees the daily functionality of the Clubhouse offices, answers and routes incoming phone calls, and supports the Director of Hospitality and Wine Club in all administrative functions. The Clubhouse Coordinator interacts directly with the Clubhouse leadership, the concierge team, the events team, and the executive team of Domaine Serene. The Clubhouse Coordinator is cross-trained with each section of the Hospitality team and has the ability to step in for the concierge, the tasting bar, or tour staff. 

Core Position Expectations: (The core position expectations are intended only as illustrations of the various types of work that may be performed. Duties and responsibilities are also subject to change by the employer as the needs of the employer and requirements of the job change.)

•  Answer the winery phone lines, screen and forward incoming calls and provide basic information to callers when needed.
•  Organize Clubhouse office operations and procedures. 
•  Oversee administrative ordering and delivery (administrative meaning non-wine and non-culinary orders). 
•  Review and approve supply requests.
•  Complete a broad variety of administrative tasks for the Director of Hospitality and Wine Club including, but not limited to the following: managing an active calendar of appointments; completing expense reports; arranging complex and detailed itineraries and agendas; compiling documents and presentations for meetings.
•  Work closely and effectively with the Director of Hospitality & Wine Club to keep him/her well informed of upcoming commitments and responsibilities and following up with the directors when appropriate.
•  Prioritize conflicting needs. 
•  Support all conference room appointments, including beverage service, lunches, tours, tasting setups, IT and A/V equipment. 
•  Manage inventory for office and office equipment. 
•  Provide control and reporting on equipment usage and supply, including, but not limited to, copy machine usage and tracking postage. 
•  Support onboarding of new employees, completion and accuracy of new hire paperwork, safety claims and HR Support.
•  Complete mailers, mail mergers and special projects.
•  Author and manage the Hospitality, General and Administrative Expense budget.
•  Assist with Hospitality special events, tastings and dinners planning and execution.
•  Coordinate project-based work.
•  Liaise with internal staff at all levels.
•  Supervise, coach and train staff on office procedures and etiquette.
•  Support comprehensive cross-training within the department.
•  Other duties and responsibilities as assigned.

Essential Job Functions, Knowledge, Skills and Abilities 
•  Communicate effectively with all customers and staff with poise, grace and efficiency using open, professional dialogue and solution focused communication. 
•  Communicate management decisions positively and with support. 
•  Actively seek information on company-wide business.
•  Embrace and adhere to company policy. 
•  Act as a role model for staff by instilling and supporting customer- and business-focused decisions.
•  Regular, reliable and punctual attendance. 
•  The ability to handle matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. 
•  The ability to respect confidentiality and show good judgment and strong decision-making skills.
•  Excellent customer relations, verbal and interpersonal skills required. 
•  The ability to be a “team member.” 
•  Must be customer-focused and consistently able to maintain enthusiasm and project a positive company image. 
•  Must be capable of working in a fast-paced environment and demonstrate the ability to multi-task.
•  The ability to act as a "barometer” with respect to any issues or concerns in the workplace or with guests and to keep leadership updated.
•  Strong organizational and planning skills. 
•  Must be pro-active and practice effective time management. 
•  Must possess technical savvy including computer functionality, basic IT, and problem solving skills.
•  Must possess strong communication skills, information gathering and monitoring skills, accuracy and attention to detail.
•  The ability and willingness to work a flexible schedule, including overtime, evenings, weekends, and holiday weekends such as Memorial Day, Labor Day and Thanksgiving.
•  Physical activities required include excessive standing, walking, and regularly lifting and carrying up to 45 pounds.

Experience and other Requirements:
•  Record of strong work tenure.
•  Experience supporting C-Level Executives preferred.
•  Experience and interest in internal and external communications, partnership development, and sales.
•  Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

Education: 
•  Bachelor's degree required 

Professional Requirements (licenses, programs, or certificates): OLCC Service Permit


Compensation Profile: 
The compensation package is competitive. Additional benefits include health, dental and vision care, a 401K program with employer match, term life insurance, 15 days personal time off and 10 paid holidays.