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VIP & Trade Coordinator, Buena Vista Winery

Buena Vista Winery

Sonoma, CA

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Job Description:

Position Summary: The VIP & Trade Coordinator has responsibilities for several aspects of VIP & Trade visits to the winery: scheduling and hosting private tours & tastings, responding to specific requests from the Sales & Marketing team and performing various other hospitality-related duties. In addition, the Coordinator will provide backup in the Buena Vista tasting areas during peak times as needed, and as Trade & VIP schedule allows.

Essential Functions:

•  Coordinate on-site Trade & VIP visits, interacting closely with Sales, Marketing, and Executive team, and other staff to confirm all details and requests regarding each visit. Host on-site visits when appropriate, or schedule with winemakers, sales managers, and/or principals when needed.

•  Conduct individual tours & tastings for Trade & VIP guests, including set up and cleanup of tasting areas, presentation of wines, coordination of culinary offerings, and all other details.

•  Work closely with Tasting Room Manager, on daily VIP/Trade schedule, adjusting when necessary to ensure premium guest experiences for each visit.

•  Create and maintain supplies of printed materials to be used during Trade & VIP visits, such as VIP folders, tasting sheets, wine fact sheets etc.

•  Work closely with the DeLoach and Raymond VIP/Trade Coordinators & Hospitality Managers to coordinate the Buena Vista tour and tastings when guest will be visiting multiple Boisset properties.

•  Assist Tasting Room Manager and Lead, providing back up in the Buena Vista tasting areas during peak times as needed, and as Trade & VIP schedule allows. Assist Tasting Room staff with stocking, glass washing, set up, etc.

•  Coordinate menus, food service, and all culinary details with the Special Events Manager prior to the guest trade visit. Comply with special requests for guests: gift baskets, breakfast baskets, cards, etc. as approved by the sales managers.

•  Input data into the Hospitality Calendar and TOCK, VIP tours, meals, events, etc. Keep calendar current and accurate, for use by sales team, winery principals, and tasting room staff.

•  Under direction from Special Event Manager, work closely to manage hospitality inventory. Responsibility to include ordering, purging, physical inventory and reconciliation monthly.

•  Develop and maintain a database of Trade & VIP guests, for future winery communications via e-mail, fax, or direct mail.

•  Participate in staff meetings, training sessions, and other activities to ensure strong communication and team-building with the Direct to Consumer and Hospitality departments.

Additional Functions:

•  Comply with all company safety policies, practices, and procedures. Participate in safety training and report all unsafe conditions or work practices.

•  Participate in team efforts and perform additional duties as needed. Maintain accurate record-keeping and approval of time in WorkforceNow.ADP.com.

Necessary Skills:

•  Language: A basic English comprehension and speech requirement exists for all accounts payable. Ability to read and interpret documents such as memos, instructions, policies, and manuals. write routine reports and correspondence, present information effectively to groups of customers and/or employees and participate in one-on-one and small group situations.

•  Math: Use standard American units of currency, weight, volume, and/or distance to accurately add, subtract, multiply, and divide, recognize and correct inaccuracies when using the calculator or computer spreadsheets.

•  Logic: Apply common sense understanding to a variety of tasks and duties, adapting minor changes in routine to solve problems, and work with moderate supervision.

•  Computer: Basic computer skills and familiarity with software programs such as word processing and spreadsheets.

Education, Experience, Certificates, Licenses:

•  Associate degree (A.A.) or equivalent from a 2-year college or technical school; or 6-12 months related experience or training; or equivalent combination of education and experience.

•  Current, valid Driver’s License, insurable driving record, and proof of current automobile insurance required.

Physical Requirements:

•  Moderate physical activity performing occasional somewhat strenuous activities including standing, walking, climbing, reaching, and carrying.

•  Manual dexterity sufficient to reach, handle items, and work with the fingers.

•  Requires lifting and moving objects up to 50 lbs. in weight.

•  Clear vision (close and distant) and ability to adjust focus. Hearing adequate for telephone, office, and group conversation.

Work Environment:

•  Primarily in a well-lighted, heated and/or air-conditioned indoor setting with adequate ventilation.

•  Periods required in an un-heated indoor setting (wine cellar) with changing conditions.

•  Short periods outdoors while conducting tours or moving between buildings.

•  Moderate noise levels typical of public space: music sound system, public conversations, telephones/cell phones, large groups.

Schedule and Travel Requirements:

•  Regular Hospitality Business variable schedule primarily set on weekends and evenings, and/or periodic or seasonal overtime.

•  The position does not require overnight travel.

Proof of Covid-19 Vaccination Required at Time of Hire.

Boisset Collection is an equal opportunity employer.

Additional Information:

Job Posted:
Thursday, June 2nd
Type of Work:
Full Time
Job Level:
Associate