Event Coordinator (Temp to Hire)

ONEHOPE

ONEHOPE

Administration
Napa, CA, USA
Posted on Tuesday, August 1, 2023
About Us:ONEHOPE is a Napa Valley winery built on hope and rooted in purpose. Our winery in Rutherford, CA is the physical manifestation of our vision. It's a place where we invite people to gather, find inspiration, and join us on our mission to share great wine and give hope to many. ONEHOPE Winery is designed by world-renowned architect Howard Backen. The winery explores consumer favorites from ONEHOPE's Reserve and Iconic collections featuring wines grown from the estate's onsite vineyards. Job Summary:We are seeking a temporary Event Coordinator to support events August through December with the possibility of becoming a permanent employee. The Event Coordinator will participate in the planning and execution of events from start to finish. This role will be an initial point of contact for event requests and will be responsible to follow them through the inquiry process up to booking. This role provides administrative and technical support to the Event Manager and General Manager. Exceptional multitasking and communication skills are crucial to delivering outstanding events that exceed our client's expectations.The Event Coordinator will play a pivotal role in delivering exceptional events that leave lasting impressions on our clients and their guests. If you thrive in a fast-paced, dynamic environment and have a passion for creating memorable experiences, we encourage you to apply and join our dedicated team. Responsibilities:
  • Respond promptly to client inquiries via email, phone, or in-person meetings, providing accurate and comprehensive information related to our event offerings.
  • Act as the point of contact for clients throughout the initial event planning process, addressing any concerns or questions that arise.
  • Coordinate site visits for potential clients and showcase the venue's features and amenities.
  • Maintain an up-to-date event calendar, ensuring all booked events, appointments, and activities are accurately recorded.
  • Work closely with the General Manager (GM) to allocate resources and manage event scheduling efficiently.
  • Assist the GM in creating comprehensive BEOs for each event, outlining all necessary details such as event timelines, room setups, menu selections, and special requirements.
  • Work with rental companies to coordinate delivery, pickup, and payment.
  • Oversee the guest list management process, including sending invitations, tracking RSVPs, and updating attendee information as needed.
  • Ensure that event attendance numbers are accurately communicated to relevant departments for preparation purposes.
  • Create custom place cards for events, incorporating client preferences and event themes while paying attention to accuracy and detail.
  • Develop event schematics and floor plans to guide vendors and staff in setting up the venue according to the client's specifications.
  • Utilize event management software, such as Triple Seat and All Seated, to streamline the planning process and maintain organized event data.
  • Oversee event setup and teardown, ensuring that all aspects are executed according to the BEO and client requirements.
  • Perform post-event inspections to assess the condition of the venue and inventory.
  • Maintain and track inventory levels of essential event supplies, including glassware and napkins.
  • Arrange regular restocking and ensure proper storage of inventory items.
  • Provides support to the winery hosting staff by conducting tours and tastings as needed.
Qualifications:
  • Previous experience in event coordination or a related field is preferred.
  • Excellent organizational and time-management skills.
  • Strong written and verbal communication abilities.
  • Proficiency in event management software (Triple Seat, All Seated) is a plus.
  • Creative mindset with an eye for detail.
  • Ability to handle multiple tasks simultaneously and work well under pressure.
  • Flexible schedule, as events may occur during evenings, weekends, and holidays.