Event Coordinator
Rutherford, California
Job Summary

Essential Duties and Responsibilities:  

Event Planning and Administration: (60%)

  • Act as primary contact with all clients
  • Liaise with clients during all stages on the event
  • Negotiate event details with clients
  • Conduct and/or coordinate on-site inspections with clients and vendors as needed
  • Create BEOs and all necessary event documents.
  • Process and record all event payments in ReServe
  • Maintain and update the Events calendars
  • Create diagrams for each event
  • Create set up and breakdown checklists
  • Create server packets for events
  • Create the monthly TR signup sheets for all events where TR staff is needed; review weekly
  • Place order/coordinate delivery or pick up of food for staff meals, Coffee Day, and other meetings as needed.
  • Assist with all internal, Heritage Society, and family events as needed.
  • Assist in creating sales and marketing collateral.
  • Liaise with other departments/staff members as needed
    • Work with the Event Manager and/or Event Captain to ensure all details of the event are fulfilled
    • Assist as needed with internal events and meetings, handling all RSVPs as needed, staff meals, coordinating Tasting Room staff, ordering and pick up of any needed food, and maintaining calendar
  • Represent the Estate as Host for events at the Chateau, Captain’s Home, and other event locations
    • Supervise the service team
    • Order all necessary equipment and rentals
    • Coordinate with kitchen staff
    • Direct Tasting Room staff as needed
    • Oversee caterers and vendors when on site
  • Assist the Event Manager with special projects as needed
  • Possess a working knowledge of Inglenook wines and current vintages.
  • Order all office supplies for the department, ensuring the office supply area is clean and well stocked.
  • Assist members and guests with placing orders over the phone, upselling where possible
  • Provide sales support by reaching out to hotels, DMCs, corporations, and assigned contacts to showcase Inglenook’s current wine, merchandise, event, and virtual package offerings
  • Input all phone and assigned ecommerce orders into bLoyal and ensure that orders properly close out when they are delivered or picked up
  • Assist with building virtual tasting kits, passthru and pick-up orders
  • Assist customers who are picking up orders
  • Create and submit UPS shipping label requests to the Office Manager for orders that are shipping directly from the winery. Ensure the packages are delivered to the Office Manager in a timely manner to be picked up by the carrier.
  • Provide support for all public virtual experiences hosted by Inglenook. This includes, but is not limited to, creating trivia game slideshows, writing copy for email campaigns, posting events to websites, assisting with styled photoshoots, conducting rehearsals as needed, and acting as the moderator on the selected platform.


Event Operations: (40%)

  • Supervise and act as event lead for all events, acting as Host/Captain when needed
  • Serve as primary contact for client on day of event
  • Develop and implement detailed systems to streamline operations and control costs. This will include:
  • Optimize ReServe Software and assist with closing out events within ReServe as needed
  • Assist the Event Manager as needed with day to day duties
  • Organize storage areas for utensils/equipment/supplies, maintaining the Events closet
  • Evaluate vendors and products for best quality and cost effectiveness
  • Maintain monthly inventory (par levels)/allocation for equipment and supplies
  • Determine and track wine allocation for each event, ordering wine when necessary from Biagi
  • Determine rental needs and order rentals and equipment as needed
  • Optimize use of all in-house equipment and supplies, ensuring they are properly maintained
  • Optimize rental orders when necessary, to use for multiple events
  • Prepare, review and process purchase orders and/or invoices weekly



Supervisory Responsibilities:

Hospitality Support staff (3)

On call staff (up to 20)


Job Requirements:

Education/Experience: High School Diploma required. Possess 5+ years of Hospitality Operations and/or Event Planning experience.   Knowledge of ReServe software is desired, as well as prior tableside service skills.  Computer Proficiency in MS Office (Word, Excel, Outlook), Internet & POS Proficiency in RMS or similar system is required.


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), Internet and RMS; Knowledge of ReServe 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 – F, Handling/Fingering – O, Reaching Outward – O, Reaching Above Shoulder – O, Climb – O, Crawl – N, Squat or Kneel –O, Bend – O, Working at the computer - F


10 lbs or Less, F

11 – 20 lbs, F

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:

Indoors and outdoors, occasionally exposed to inclement weather.


Other: (Includes licenses, certificates, age, etc.)

TiPS certified in Responsible Beverage Training

                California Food Handler Certification

Posted: November 03, 2021