Events Coordinator (Full Time)

Job Description

We encourage candidates interested in joining our team to apply directly through the job posting.  To ensure an efficient application process, we kindly request that interested candidates refrain from calling Robert Mondavi Winery with inquiries. For any questions or clarifications, please email [email protected], and our recruiting team will be happy to assist you.

Company Summary

ASPIRA, Fine Wine & Craft Spirits, is a collection of the most acclaimed wine and spirit brands within the Constellation Brands portfolio. ASPIRA is driven by talented winemakers, distillers, storytellers, and purveyors who are relentlessly focused on creating exceptional luxury experiences.

The ASPIRA Fine Wines & Craft Spirits portfolio includes Robert Mondavi® Winery, The Prisoner Wine Company, Schrader® Cellars, To Kalon Vineyard® Company, Booker Vineyard, Mount Veeder Winery, Lingua Franca Winery, High West Distillery®, Casa Noble® Tequila, Nelson’s Green Brier Distillery, Copper & Kings Distillery, Austin Cocktails, and others.

These award-winning brands and, the passionate and talented people behind them, create the world’s best wines and spirits at the nexus of art and science, where creativity and dedication meet unparalleled vineyards, grain sources, and state-of-the-art facilities around the world, from Napa Valley to Tuscany, Nashville to Tequila, Mexico. With respect for the icons who started it all, stewardship of the land and the boldness to do things differently, ASPIRA delivers unrivaled brands and experiences.  

Position Summary

The Event Coordinator – supports the Event Sales Manager with all events including but not limited to the consumer paid events, Special events, and dinners.

Responsibilities

• Adhere to the Standard Operating Procedures Manual of Event Reservations

• Prepare Event Orders, contracts, diagrams, and promotional material for Events. Ensure their distribution in a timely fashion.

• Distribute daily Events Reports to ensure communication to all internal departments.

• Provide site inspections for potential clients that instill trust in our team and inspire the potential client.

• Create and maintain sales kits for site inspections to ensure preparation for any potential questions or requests.

• Respond within 24 hours to any Event request in coordination with the Event Sales team and other stakeholders.

• Ensure accurate follow up and communication both internally and to the client.

• Identify the client’s requirements and expectations for each event.

• Liaise with vendors and stakeholders during the event planning process to ensure proper organization and communication.

• Manage all event setup, breakdown, and follow up process.

• Maintain Event budgets.

• Coordinate vendors and manage the winery’s list of preferred vendors for clients.

• Provide full concierge service and follow up tasks for bookings or leads provided by the Events Manager

  • Serve as a personal concierge for client’s visit to Napa, including acting as the point of contact for all their event needs, regardless of vendor involvement.

  • Greet clients upon arrival to their event and introduce the Event Service Lead as their point of contact throughout service.

• Conduct final inspections on the day of the event to help ensure expectations are exceeded.

• Assess events’ success and submit findings.

• Respond to Leads submitted online, over the phone, or in-person.

• Maintain / manage local outreach platforms to help drive sales in accordance to Brand standards and messaging.

• Maintain relationships with local partners, vendors, and DMCs through retention efforts, updates, and special offers in coordination with our Event Sales team.

• Analyze retention strategies and submit findings.

• Represent Robert Mondavi Winery at local events and organizations.

• Attend Event seminars, conferences, and other offsite educational events that help inform our business strategies and drive sales.

• Coordinate consumer, trade, and internal reservations with equal attention and elevated service standards.

• Communicate event and group details to stakeholders, including presenting information at event planning meetings, updating reservation systems, and relaying any updates, changes, or requests to internal stakeholders in a timely manner.

• Coordinate with Assistant Managers and Culinary Leaders to ensure our team’s capability for event requests and prevent any negative impacts from events on staff, spaces, or revenue goals.

• Monitor industry updates, local market research, and reservation patterns to help shape our event offerings and pricing in coordination with the Event Sales team and Events Manager.

• Assist with Event check-in process, and assist with Reservationist responsibilities, as needed.

• Maintain high standards of personal appearance and grooming, which include compliance with dress code.

• Participate in daily reservation meetings, pre shift meetings, and sales meetings, as needed.

• Actively participate in weekly Events meetings

• Drive a culture of training and development through weekly direct report meetings and monthly team meetings.

• Develop relationships with key event sales partners such as local destination management companies and hotel partners.

• Build on existing processes and procedures created for all reservation types to ensure streamlined reservation platform management.

• Support cross-functional Hospitality leadership team:

  • Participate in weekly hospitality leadership team meetings.

  • Report on people, place, reservations, and achievements

  • Communicate pertinent information from meeting with reservations team.

• Any other task related to Events assigned by the leadership team.

Minimum Qualifications

• Strong customer service skills with desire to help customers in a friendly, courteous, and professional manner.

• Ability to work under pressure and on tight deadlines and to multi-task effectively.

• Excellent communication skills required, both verbally and in writing, to provide clear responses to clients and directions to internal hospitality management team and employees.

• Strong organizational and time management skills

• Willingness to work a flexible schedule and will to accommodate irregular or extended hours, including days, evening, weekends, and holidays.

• Excellent organization and time management skills

• Ability to communicate clearly in person, over the phone, and through written correspondence in both a timely and professional manner.

• Friendly, approachable, and excited demeanor that is noticeable and contagious, even over the phone or through written correspondence.

• Confident public speaking

• Ability to travel to other states and/or attend conferences/events for several days.

• Proficient in Microsoft Office programs and ability to learn systems quickly.

• Ability to prioritize and troubleshoot independently with an understanding of overall business needs and goals.

• Reliable transportation and a valid driver’s license.

Preferred Qualifications

• 2-5 years of experience in a high-volume, luxury retail, restaurant, or hospitality environment

• 3+ years’ experience as an event coordinator.

• Prior experience with reservation systems and POS systems preferred – Experience with TOCK, Tripleseat, and/or Shopify strongly preferred.

• Bachelor’s degree or equivalent experience in hospitality, public relations, communication, business administration, or marketing preferred.

• Knowledgeable at negotiation and sales.

• Service experience, especially involving food service.

• Reservation experience

• Knowledge of food and wine.

• Knowledge of Robert Mondavi’s Brand story and history.

• Experience with vendor management and or destination management companies

Physical Requirements/Work Environment

The employee frequently is required to sit or stand for long periods of time.  The employee is occasionally required to lift and/or move objects up to 50 pounds.  Frequent walking, including going up and down stairs and bending are required.

Work Environment: Working conditions at an event may require the employee to be outside for extended periods of time and/or occasionally in a kitchen with slippery floors.  Irregular shifts, nights, weekends, and long hours may be required, particularly when working an event. 

ASPIRA, Fine Wines & Craft Spirits is a division of Constellation Brands. Constellation Brands is a producer, creator and marketer of beer, wine & spirits brands that people love. Constellation Brands is the fastest-growing large CPG company in the U.S at retail with operations in the U.S., Mexico, New Zealand and Italy****.

The pay rate for this role is $23.16 - $32.65. This role is eligible to receive tips. We offer comprehensive package of benefits including paid time off, medical/dental/vision insurance, 401(k), and any other benefits to eligible employees. Note: No amount of pay is considered to be wages or compensation until such amount is earned, vested, and determinable. The amount and availability of any bonus, commission, or any other form of compensation that are allocable to a particular employee remains in the Company's sole discretion unless and until paid and may be modified at the Company’s sole discretion, consistent with the law.

Location

Oakville, California

Additional Locations

Job Type

Full time

Job Area

Hospitality & Retail

Equal Opportunity

Constellation Brands is committed to a continuing program of equal employment opportunity. All persons have equal employment opportunities with Constellation Brands, regardless of their sex, race, color, age, religion, creed, sexual orientation, national origin or citizenship, ancestry, physical or mental disability, medical condition (cancer or genetic characteristics), marital status, gender (including gender identity or gender expression), familial status, military or veteran status, genetic information, pregnancy, childbirth, breastfeeding, or related conditions (or any other group or category within the framework of the applicable discrimination laws and regulations).