Events Coordinator

Description

At PEJU we strive to be the highlight of every guest’s visit to the Napa Valley and our Events Coordinator is fundamental in creating a positive and memorable experience for visitors to our winery. The Events Coordinator is a dynamic position for the talented candidate who possesses a gracious demeanor along with the ability to perform at the highest level. This role will collaborate closely with the Experience Manager and Director of Hospitality in coordinating activities involved in the selling, booking, planning and implementation of events. This will include corporate, trade, private, and winery events. This pivotal role requires not only a deep understanding of our culture and values but also the ability to elevate our hospitality experiences to new heights. The Events Coordinator will play a key role in the success of our events program, ensuring that each function reflects the highest standards of hospitality, attention to detail, creativity and professionalism. 

ESSENTIAL FUNCTIONS:

• Responsible for accurate and timely management of the Experience pipeline in Tripleseat event software. Ensure that contracts, BEO’s, customer correspondence, rental agreements, receipts, staffing notes and event recap are posted promptly. 

• Pre/post sales planning and coordination. Set deadlines with customers for final event count, dietary requirements, deposits and payments. After events, provide client follow-up and satisfaction assessment.  Utilize this feedback to make recommendations for increased satisfaction for future events.

• Understand and manage client and/or 3rd party representatives' expectations and provide solutions that are advantageous for both PEJU and the client.

• Provide high touch, quality concierge services for new and existing guests including service calls, inquiries and confirming event details: nurturing and continued fostering of client relationships, understanding and anticipating opportunities within each client’s calendar year.

• Collaborate with Experience Manager, Director of Hospitality and Winery Chefs on event planning and execution of events at PEJU.

• Create run-of-show documents, rental orders, and event collateral. Oversee event set-up and coordination, including room set-up, rental deliveries, vendor deliveries, music and florals, breakdown. 

Requirements

 • High School diploma: College preferred.

• Three plus years of well-rounded event sales experience in the wine or hospitality industry with proven sales record.

• Strong sense of personal accountability with a proven ability to follow through on tasks and commitments.

• Highly dependable and consistent—shows up prepared, on time, and ready to contribute.

• Demonstrated ability to maintain a polished, professional appearance and demeanor appropriate to the workplace.

• Excellent organizational skills with the ability to manage time effectively, prioritize responsibilities, and meet deadlines.

• Emotionally intelligent and able to remain calm, constructive, and solutions-focused in stressful or fast-paced environments.

• Strong communication skills with a respectful, team-oriented approach to collaboration and problem-solving.

• Ability to work flexible hours, including evenings, weekends and holidays, as needed to support events.

• Valid driver's license.

• Regular and predictable punctuality and attendance.