Event Coordinator

SUMMARY

Imagine a job where your creativity, organization, and passion for bringing people together shape every guest’s experience. As our Event Coordinator, you’ll play a vital role in crafting memorable moments at our farm winery that create a welcoming atmosphere that keeps guests coming back. In addition to private events, such as weddings and birthday parties, you’ll have the exciting opportunity to plan and execute unique winery experiences for our guests, organizing engaging and enjoyable events that showcase our wines and hospitality.

Your attention to detail and enthusiasm will directly enhance the overall guest experience, ensuring every visitor leaves with lasting memories. This isn’t just a job—it’s a chance to take pride in your work, see the joy your efforts bring to others, and be a key part of an environment where every event is as unique as the people who attend. If you love planning, problem-solving, and making meaningful connections, we’d love to meet you!

 RESPONSIBILITIES

            Events

·        Responsible for planning and execution of all onsite events

·        Work with local vendors to book music, food, and crafts for events

·        Create, coordinate, and execute event set up and recovery task lists

·        Execute the venue set up for onsite events, to include moving tables and chairs according to floor plans

·        Responsible for updating the winery’s master Event Calendar

·        Monitor competitors’ events and other events in the area

·        Work with the Marketing team to help produce email marketing, social media content, and press releases

·        Take, file and organize event photos

·        Perform pre-analysis and post-analysis for all onsite events in a timely manner

·        Maintain detailed up-to-date records of all events to ensure seamless coordination and historical reference for future planning

Rentals

·        Responsible for the booking, planning, setup, inventory and execution of all event rentals

·        Respond promptly to phone, email, and in person rental inquiries

·        Schedule and conduct onsite rental consultations

·        Maintain our preferred vendor lists

 Tours

         Conduct winery tours to include set up, giving tours, clean up, and post tour analysis

·        Assist the tasting room and other winery departments during large events, busy weekends, and as needed.

·        Perform opening and closing duties in the tasting room when needed.

·        Other duties as assigned

ESSENTIAL FUNCTIONS

• Must be at least 21 years of age, and able to work around alcohol in a responsible manner.
• Must possess a positive attitude and desire to work hard and learn.
• Must be able to work quickly and reliably, in groups or alone, with or without supervision.
• Must be able to work safely and be safety conscious, follow all written & verbal SOP’s (Standard Operational Procedures) as well as adhere to safe practices.  
• Must be able to accurately follow instructions and directions.
• Able to build a healthy rapport with coworkers, customers, and vendors.
• Represent the company and brand, professionally, graciously, and enthusiastically.
• Maintain satisfactory attendance, to include timeliness.
• Recognize the symptoms of intoxication and handle the situation as required by PA law and house policy.
• Must possess excellent writing, grammar, and verbal communication skills
• Must possess the ability to stay up to date with trends and winery events
• Proven ability to coordinate multiple projects with competing deadlines
• Strong organizational and time management skills with detail orientation
• Must possess high proficiency in the use of Microsoft Office Suite, especially Microsoft Excel
• Must be able to work at any of our locations or offsite events
• Must be able to follow all food safety guidelines and winery SOPs
• This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned

REQUIRED QUALIFICATIONS

• Must be 21 years of age or older
• Must be able to stand for up to 8 hours per day
• Must be able to lift up to 40 pounds repeatedly
• Must be able to work weekends and late hours as needed
• Must be able to work outdoors and in all types of weather

PHYSCIAL DEMANDS

 The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is sometimes required to:

·        Sit, talk, hear, and use hands to touch or handle or feel.

·        Stand for up to 8 hours, walk, bend, lift, and reach with hands and arms.

·        Repetitively lift and move cases of product which weigh up to 40 pounds.

·        Specific vision abilities required by this job include close vision.

 WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

·        The noise level in the work environment is usually quiet

·        The noise level during an event is usually quiet to moderately loud.

·        There is the possibility of interactions with animals and/or insects

EDUCATION REQUIREMENTS

• High proficiency in the use of Microsoft Office Suite, especially Microsoft Excel

PAY STATUS

·        Job Type:  Full – time - Hourly

·        Full time workers normally work between 37.5 and 40 hours per week depending on the needs of the business and the candidate’s availability

·        Hours worked over 40 per week are considered overtime (time and one half pay)

·        This is traditionally not a tips-eligible position, however, there are exceptions when assisting in the Tasting Room.

·        Pay range: $15 - $18

·        Compensation commensurate with experience