Trade Hospitality & Events Coordinator

Delicato Family Wines; Napa (CA); On-site; USD 28,000 - 44,000; Full time

Job summary

Delicato Family Wines in Napa seeks a Trade Hospitality and Events Coordinator to support the Trade leadership team, managing hospitality logistics, calendars, and guest experiences for trade visitors at the Black Stallion Estate Winery and surrounding activities.

You will collaborate with Brand, Sales, and Winemaking to showcase wines, coordinate events, process requests, arrange lodging, and ensure timely reporting. Must be 21+, strong communication, and hospitality focus.

Qualifications

• High school diploma or equivalent; associate degree preferred.
• Minimum three years wine or hospitality experience in a customer-facing role.
• Wine industry experience and wine knowledge strongly preferred.
• Must be 21 years of age.

Responsibilities

• Calendar, facilitates, and executes tastings, tours, experiences, and wine education activities for executives, owners, sales, trade, media, marketing, leadership, and internal and external needs.
• Coordinates hospitality requests, maintains trade calendars, and assists in events and experiences.
• Manages overnight accommodations and reservations for suites or cottages, partnering with cross-functional departments.
• Communicates with Sales teams to align priorities for trade visits, brands, SKUs, and guest needs.
• Works with Brand, Sales, and Winemaking to highlight strategies and create guest experiences.
• Processes guest visit charges and provides receipts/reports timely.
• Supports and hosts special visits, events, and internal meetings; develops trade programs with leadership.

Skills

Wine industry knowledge

Customer service

Organizational skills

Communication skills

MS Office

Education

High School diploma

Associate degree preferred

Tools

MS Office Suite

Job description

Position Purpose

Join our Black Stallion Estate Winery Experience team, located along the historic Silvarado Trail in the heart of Napa Valley. Under general supervision, the Trade Hospitality and Events Coordinator is responsible for helping manage and deliver excellent hospitality experience for trade guests visiting the winery. This role will play a key part assisting our Trade leadership team in administrative and logistical matters pertaining to trade hospitality, including processing and calendaring hospitality request forms, maintaining all property trade calendars, proactively reaching out to sales team to understand their priorities for trade visits, developing individualized guest experiences, and assisting in trade events.

Essential Duties

• Calendars, facilitates, and executes wine tastings, tours, experiences, and wine education-related activities, for or requested by executives, owners, sales, trade, media, marketing, leadership, and internal and external needs
• Processes, coordinates, and calendars hospitality request forms, maintains trade calendars, responds to personalized guest requests and assists in events and experiences
• Manages overnight accommodation and reservations for suites or cottages, appropriately partnering with cross-functional departments for execution
• Proactively communicates with Sales teams to understand their priorities for trade visits, including key brands and SKUs to highlight, and individual guest background and needs
• Works directly with Brand, Sales, and Winemaking teams to understand Brand strategies and priorities and create experiences and programs to showcase wines and educate trade guests
• Executes Sales and Internal requests for guest visits as well as specific guest requests according to the Hospitality Request Form
• Maintains inventory and replenishment of Hospitality essentials in guest cottages or suites
• Processes all charges related to visits and ensures receipts and reporting are provided in a timely manner
• Supports, coordinates, and hosts special visits, onsite and offsite pourings, events, experiences and internal meetings, as assigned
• In partnership with leadership team, continues to develop trade programs, including operational improvements, new experiences and customizations
• Acts as a primary point of contact for all trade guests
• Build rapport and establish relationships between trade guests and winery team

For Events; May be responsible for the following duties as well

• Creates and maintains proposals, contracts, and event orders for all events (meals, meetings, and larger events) to include 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
• Other duties may be assigned

Non-Essential Duties

• Other duties may be assigned

Education and Experience

• High School diploma or equivalent; Associate degree is a plus
• Minimum three years wine or hospitality related (winery, restaurant, hotel) experience in a customer facing role Experience working with or equivalent working knowledge of wine trade
• Wine industry experience and wine knowledge is strongly preferred, wine education certification is a plus
• Must be 21 years of age

Certificates and Licenses

• Valid driver’s license, appropriate automobile insurance coverage, and clean driving record
• TIPS certified or certification within 90 days of employment
• CA food handler’s certification required

Knowledge, Skills, And Abilities

• Working knowledge of wine industry and culture
• Ability to communicate wine knowledge to all levels of experience
• Meticulous attention to detail and strong organizational skills
• 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, Publisher)
• Knowledge of food and beverage operations at a high level of service

Working Conditions

• General winery environment with occasional travel
• Required to drive automotive vehicle or equipment
• Indoor and outdoor environment with exposure to the elements/temperature variations
• Exposure to weather-related temperature & humidity extremes
• Extended Hours
• Shift Rotation
• Work in close quarters or confined spaces
• May need to determine color, taste and smell of wine using eyes, tongue, and nose
• Occasionally may be required to lift and carry cases of wine

Work Standards

• Acts in a manner reflective of the Company culture of High Moral Standards, Innovation and Continuous Evolution, Trust in Team, Continuous Improvement, and Sustainable Relationships
• Communicates, interacts, and works effectively with others; receptive to feedback and coaching; voices concerns in a constructive manner.
• Demonstrates commitment to safety first; communicates safety concerns; promotes a safe work environment based on established safety standards and training.
• Follows all Company policies and procedures

Additional Comments

Management retains the discretion to add to or change the duties of the position at any time.

California Pay Transparency Disclaimer: This is a Non-Exempt position. The pay range for this position is $20.69 to $32.34. It is not typical for an individual to be hired at or near the top of the range for their role. Actual placement within range will be contingent upon a number of factors, including but not limited to the candidate's qualifications, education, experience, internal equity and alignment with market data.

Delicato Family Wines offers its employees a generous and comprehensive benefits package. The core health insurance components include medical, dental and vision, where Delicato covers nearly the entire cost for employees and a large percentage for dependents. Additional health benefits include life, disability and flexible spending accounts. Other benefits include 401(k) with generous company match, discretionary profit sharing, paid time off (PTO), paid holidays, wine & merchandise discounts, tuition reimbursement, gym discounts & many more.

Delicato Family Wines is an Equal Opportunity Employer.