Trade Hospitality & Events Coordinator

Delicato Family Vineyards; Napa (CA); On-site; USD 29,000 - 45,000; Full time

Benefits offered by this job

Medical, dental, vision benefits

401(k) with company match

Paid time off (PTO)

Wine & merchandise discounts

Job summary

Delicato Family Vineyards seeks a Trade Hospitality and Events Coordinator to support the Trade leadership team with administrative and logistical tasks. The role focuses on coordinating hospitality experiences for trade guests, organizing calendars, and facilitating events within the Napa estate environment.

You will collaborate with Brand, Sales, and Winemaking to showcase wines and tailor guest experiences, while ensuring timely reporting and seamless guest services.

Qualifications

• Minimum three years wine or hospitality related experience in a customer-facing role.
• Experience working with or knowledge of wine trade is preferred.
• Wine industry knowledge is strongly preferred; wine education certification is a plus.
• Must be 21 years of age.

Responsibilities

• Coordinate and execute hospitality experiences, tastings, tours, and education-related activities for trade guests.
• Maintain and calendar trade calendars; process hospitality request forms and guest requests.
• Manage overnight accommodations and collaborate with cross-functional teams for execution.
• Communicate with Sales to understand priorities and key brands for trade visits.
• Create trade experiences in partnership with Brand, Sales, and Winemaking teams.
• Assist with events, guest visits, and reporting of hospitality charges and receipts.
• Develop and refine trade programs and experiences; act as primary point of contact for trade guests.

Skills

Customer service

Organizational skills

Attention to detail

Proactive planning

Communication

Problem-solving

Education

High School diploma or equivalent

Associate degree preferred

Job description

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.

• 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

*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
• 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.

NOTICE TO THIRD PARTY AGENCIES Please note that we do not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Services Agreement, we will not consider, or agree to, payment of any referral compensation or recruiter fee. In the event that a recruiter or agency submits a resume or candidate without a previously signed agreement, we explicitly reserve the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency.

Delicato Family Wines is an Equal Opportunity Employer.

Nearest Major Market: Napa

Job Segment: Event Planning, Equity, Food Service, Hospitality, Finance