Trade Hospitality & Events Coordinator

Tasting & Tap Room Expo; Napa (CA); On-site; USD 29,000 - 45,000; Full time

Job summary

Black Stallion Estate Winery is seeking a Trade Hospitality and Events Coordinator to enhance hospitality for trade guests and assist the Sales leadership in planning and executing experiences at the Napa winery.

The role involves coordinating tastings, tours, events, and guest experiences, while managing calendars, guest communications, and cross-functional collaboration with Brand, Sales, and Winemaking teams.

Qualifications

• High School diploma or equivalent required; Associate degree is a plus.
• Wine industry knowledge is preferred and wine education certification is a plus.

Responsibilities

• Coordinate and host wine tastings, tours, and education experiences for executives, sales, trade.
• Manage trade calendars, requests, and guest accommodations.
• Assist in trade events and hospitality programs with cross-functional teams.
• Communicate with Sales on priorities for trade visits.
• Handle guest visits, reporting, and inventory of hospitality essentials.

Skills

Customer service oriented

Organizational skills

Communication skills

Problem solving

Education

High School diploma or equivalent

Associate degree preferred

Food handler certification a plus

Tools

MS Office

Excel

Job description

Work Location Napa, CA

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

*Other duties may be assigned

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

Minimum Requirements

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

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 n...