Event Coordinator
(Wine Jobs:
Sales & Marketing)
Full Time
Domaine Carneros
Napa,
California
Title: Event Coordinator
Department: Event
Reports to: Events Sales Manager
Supervises: Event staff while event is in progress
POSITION SUMMARY:
The Event Coordinator is responsible to oversee the daily event needs at Domaine Carneros, as a member of the Event Team. These events can take place during the day, evening, weekends and holidays. These events include, but are not limited to, wine club events, private events, distributor events, private tours and formal wine tastings. With a positive attitude, the Event Coordinator must ensure that Domaine Carneros events and activities are executed properly and in a timely fashion, resulting in the complete satisfaction of the guests attending the event and the management of Domaine Carneros.
ESSENTIAL FUNCTIONS:
• Plan and execute events, with Event Team, according to Event Set-up and Service requirements.
• Responsible to create Event Set-Up and Service paperwork/BEOs for all events working with the clients, caterers, vendors and the Event Sales Manager to receive event information.
• Responsible for preparation of event areas and/or rooms in its entirety for events prior to the guest’s arrival.
• Assist with the sales, contracting and confirmation for daytime group tours and tastings using company’s reservation system as often as needed.
• Assist with individual reservations using company’s reservation system as often as needed.
• Oversee staff during events to ensure that they are meeting Domaine Carneros event standards.
• Create and print menu cards, buffet food signage and other event signage as needed.
• Primary contact for event client and caterers during events.
• Procure wines for events, including filling out appropriate forms, and make sure unconsumed wines are returned to proper places.
• Secure all necessary staffing, equipment and materials using in-house supplies and with vendors and rental companies.
• Fill out Event Recap Form with overview of event for archival records.
• Ensure that staff members return all equipment to the event storage areas and that the room is left clean and tidy after events.
• Responsible for in-house meeting needs, including a/v equipment set-up and storage.
• Create and maintain an inventory list of all event equipment, including but not limited to tables, service pieces, glassware, centerpieces, linens and audio/visual equipment and generate inventory reports on a quarterly basis.
• Responsible for the upkeep and maintenance of Domaine Carneros event equipment, including candelabras and votives, platters, service pieces, glassware and linens.
• Responsible for Domaine Carneros linen storage and cleaning schedule.
• Procure and plate foods, and execute formal dining service for some smaller events.
• Procure foods and set food buffets for some smaller events.
• Pour wines for events, in-house tastings with winemakers, press and/or distributers.
• Represent winery at outside functions by pouring wines, when needed.
• Knowledge of Domaine Carneros history and all Domaine Carneros wines for wine service and group tours, when necessary.
• Process auction item requests, create and distribute certificates.
• Perform and complete additional assigned duties from management as requested.
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential function from the list above satisfactorily.The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
ESSENTIAL PHYSICAL REQUIREMENTS:
The physical requirements listed are representative of those that must be met by an employee to successfully perform the essential functions and key responsibilities of this position. Work conditions in certain areas of the vineyard, winery, and Visitor Center are cold, wet, slippery and/or noisy. Frequent walking, including over uneven ground and climbing up and down stairs and ladders are required. Ability to sit, stand, walk, climb stairs and ladders, bend, lift, twist, kneel, crouch, crawl, pull, push, carry, grasp, reach and stoop as needed, sometimes for extended periods, and to occasionally lift and carry heavy items up to 50 pounds (may be aided).
KNOWLEDGE, SKILLS, AND ABILITIES:
• Fine dining knowledge, including table setting and service, with exceptional customer service skills and a sincere desire to create exceptional event experiences.
• Ability to work a flexible schedule including evenings, weekends and holidays and occasional overtime based on business needs.
• Exceptional in-person and phone customer service and complaint resolution skills.
• Ability to work with RestaurantConnect reservation system for event and group reservations.
• Ability to stand and walk on hard floors for extended periods of time.
• Ability to move tables and chairs and lift up to and including 45 lbs.
• Ability to operate a dolly/handcart and move cases of wines.
• Refined verbal and written communication skills in order to effectively work with a variety of clients & vendors.
• Excellent attention to detail and organizational skills.
• Strong and consistent ability to prioritize activities and to handle multiple responsibilities within a specific time frame.
• Ability to maintain a graceful appearance & demeanor at all time & under all circumstances.
• Actively promote a positive atmosphere and culture of excellence through teamwork, job knowledge, work ethic and flexibility.
• Valid driver’s license & able to be insured by our auto insurance carrier.
• Must be at least 21 years of age.
EDUCATION AND EXPERIENCE:
• Minimum 5-years experience/education in wine or hospitality service industry or directly related business field.
• High level of proficiency with MS Office (Word, Excel and Outlook) & ability to quickly learn new systems.
• Ability to operate a cash register.
