Event Coordinator
Rutherford, California
Job Summary

Essential Duties and Responsibilities: 


  1. 90% - Event Department Administration and Sales
    • Respond to all event inquiries via phone and email within 48 hours of receipt.  
    • Prepare and send event proposals to all inquiries.  
    • Prepare and send contracts to clients.
    • Conduct and collaborate on site inspections with prospective and current clients as needed.
    • Assist in creating sales and marketing collateral for Event Department.
    • Maintain Event department calendars via Microsoft Outlook and ReServe Interactive.
    • Maintain, revise and update data in ReServe Interactive (ie: Food and Beverage Menu’s)
    • Process all event department invoices.
    • Process all event charges, payments and deposits.
    • Maintain all active event files and folders.
    • Order and maintain all event department office supplies.


  1. 10% - General
    • Attend all Event Department meetings.
    • Assist Event Manager and Event Coordinator with projects as needed.


Supervisory Responsibilities: N/A

Job Requirements:

Education/Experience: Possess a Bachelor’s degree with 3 years of event sales/ management, office administrator or experience in the hospitality industry.

Knowledge, Skills & Abilities:

  • Analytical Skills - Ability to use thinking and reasoning to solve a problem.
  • Communication, Oral and Written – Ability to effectively communicate clearly and concisely
  • Detail Oriented - Ability to pay attention to the minute details of a project or task.
  • Leadership - Ability to influence others to perform their jobs effectively and to be responsible for making decisions.
  • Negotiation Skills - Ability to reach outcomes that gain the support and acceptance of all parties.
  • Organized - Possessing the trait of being organized or following a systematic method of performing a task.
  • Relationship Building - Ability to effectively build relationships with customers and co-workers.
  • Sales Ability - Ability to use appropriate interpersonal styles and communication methods to gain acceptance of a product, service, or idea.
  • Team Builder - Ability to convince a group of people to work toward a goal.
  • Working Under Pressure - Ability to complete assigned tasks under stressful situations.
  • Knowledge of wine and wine making techniques at Inglenook and other major wine regions of the world.
  • Computer Proficiency in MS Office (Word, Excel, Outlook, Powerpoint), Internet, Knowledge of ReServe Interactive or event software useful


Physical Demands:

N (Not Applicable) - Activity is not applicable to this occupation

O (Occasionally) - Occupation requires this activity up to 33% of the time (0-2.5+hrs/day)

F (Frequently) - Occupation requires this activity from 33% - 66% of the time (2.5-5.5+ hrs/day)

C (Constantly) - Occupation requires this activity more than 66% of the time (5.5+ hrs/day)


Stand – F, Walk – F, Sit – C, Handling/Fingering – C, Reaching Outward – O, Reaching Above Shoulder – N, Climb – N, Crawl – N, Squat or Kneel –O, Bend – O, Working at the computer - C


10 lbs or Less, O

11 – 20 lbs, O

21 – 50 lbs, O

51 – 100 lbs, N

Over 100 lbs, N


12 lbs or Less, O

13-25 lbs, O

26-40 lbs, O

41-100 lbs, N


Other Physical Requirements

Vision (Near, Distance)

Sense of Sound (i.e. Machinery/tractor sounds)

Sense of Touch

Ability to wear Personal Protective Equipment (PPE) (Steel toe boots, safety glasses)


Work Environment: Desk


Other: TIPS Certified, California Food Handler Card certified

Posted: July 09, 2019