Overview of Position : This part time position provides administrative support to the Hospitality Coordinator. It serves as first point of contact for all guest suite & Into the Woods bookings, private event inquiries, and private pairings explorations.

Primary Job Responsibilities / Essential Functions

• Private Events as Administrative Support to Hospitality Coordinator
• Monitors hospitality@wvv.com for event inquiries
• Monitors intothewoods@wvv.com for reservation inquiries and changes
• Respond to all email, phone and in-person inquiries as directed by Hospitality Coordinator.
• Tour potential clients through the facility, or set up tours with Ambassadors or Managers.
• Manage event contracts, deposit and payments with Hospitality Coordinator & / or Hospitality & Guest Service Manager and Accounting.
• Maintain customer relationship management software(WineDirect, Tock and ResKey)
• Guest Suites overseen by Hospitality Coordinator
• Assist reception with incoming phone calls and directing guests to appropriate extensions or departments.
• Oversee booking, calendar invites and communication of Winery Suites.
• Follow-up with guests on reservation, send welcome letters and maintain helpful hints documents.
• Greet guests, or assign employees in place, and give orientation.
• Audit cleanliness of the Guest Suites using our checklists
• Oversee Housekeeping schedule and task list
• Other duties as assigned by the Hospitality & Guest Service Manager and / or Hospitality Coordinator.
• Supports Company’s effort to create a more sustainable, cross-cultural and green environment.
• Direct Sale Meetings : Review meeting minutes of prior meeting(s) and have addressed those issues assigned to them by the next meeting or have a reason why they are unable to do so.

Requirements

Must be able to :

• Stand for long periods of time and work in a fast-paced environment.
• Lift 40 lbs.
• Work peak tourism and traffic times including holidays, weekends, and evenings.
• Work on-site events.
• Multitask, work independently and as part of a team. Build team dynamics and synergy across departments.
• Work in a fast paced office environment.
• Experience answering a high volume of calls and emails
• Proficient with spreadsheets
• Use point-of-sale (POS) systems, Google services, and Microsoft Office Suite.

Must have :

• Valid / current OLCC Server’s Permit and Food Handler’s Card.
• Excellent communication skills.
• Highly-developed organizational and time management skills.

Other Skills / Abilities

Thorough understanding or a genuine interest in luxury wine business and terminology.

Ability to educate customers about wine with passion not pretension.

Founded in 1983 by Oregon native Jim Bernau with the dream of creating world-class Pinot Noir, Willamette Valley Vineyards has grown from a bold idea into one of the region's leading wineries, earning the title One of America's Great Pinot Noir Producers from Wine Enthusiast Magazine.

Last updated : 2024-06-17