Trade Hospitality & Events Coordinator

Delicato Family Wines
paid time off, paid holidays, tuition reimbursement, 401(k), profit sharing
United States, California, Geyserville
Oct 26, 2025
Work Location Geyserville Position Purpose Under general supervision, the Trade Hospitality/Events Coordinator is responsible for helping manage and deliver excellent hospitality experience for trade guests visiting the winery. Assists manager in administrative and logistical matters pertaining to trade hospitality, including processing and calendaring hospitality request forms, maintaining all property trade calendars, proactively reaching out to sales team to understand their priorities for trade visits, developing individualized guest experiences, and assisting in trade events. Functional Responsibility This position's office will be at Francis Ford Coppola in Geyserville, CA but may require travel to Black Stallion Estate Winery in Napa. Essential Duties Calendars, facilitates, and executes wine tastings, tours, experiences, and wine education-related activities, for or requested by executives, owners, sales, trade, media, marketing, leadership, and internal and external needs Processes, coordinates, and calendars hospitality request forms, maintains trade calendars, responds to personalized guest requests and assists in events and experiences Manages overnight accommodation and reservations for suites or cottages, appropriately partnering with cross-functional departments for execution Proactively communicates with Sales teams to understand their priorities for trade visits, including key brands and SKUs to highlight, and individual guest background and needs Works directly with Brand, Sales, and Winemaking teams to understand Brand strategies and priorities and create experiences and programs to showcase wines and educate trade guests Executes Sales and Internal requests for guest visits as well as specific guest requests according to the Hospitality Request Form Maintains inventory and replenishment of Hospitality essentials in guest cottages or suites Processes all charges related to visits and ensures receipts and reporting are provided in a timely manner Supports, coordinates, and hosts special visits, onsite and offsite pourings, events, experiences and internal meetings, as assigned In partnership with leadership team, continues to develop trade programs, including operational improvements, new experiences and customizations Acts as a primary point of contact for all trade guests Build rapport and establish relationships between trade guests and winery team For Events; May be responsible for the following duties as well Creates and maintains proposals, contracts, and event orders for all events (meals, meetings, and larger events) to include timeline, schematics, vendor contracts, details, and guest requests within winery parameters Plans, organizes, facilitates, and executes private and company sponsored hospitality events. Reviews and maintains calendar of events for all private and internal sponsored events; secures all necessary workforce, equipment, and all other event-related requirements Acts as Event Captain during events; communicates with and supervises event staff to ensure accurate event operations and precise flow of event timeline Facilitates phone inquiries, emails, and general correspondence that relate to trade, corporate and private special events Other duties may be assigned Non-Essential Duties Other duties may be assigned Minimum Requirements Education and Experience High School diploma or equivalent; Associate degree is a plus Minimum three years wine or hospitality related (winery, restaurant, hotel) experience in a customer facing role Experience working with or equivalent working knowledge of wine trade Wine industry experience and wine knowledge is strongly preferred, wine education certification is a plus Must be 21 years of age Flexible schedule, days of the week and hours of the day to meet needs of the DFW Sales team and Hospitality events; including evenings, weekends and some holidays required. Certificates and Licenses Valid driver's license, appropriate automobile insurance coverage, and clean driving record TIPS certified or certification within 90 days of employment CA food handler's certification required Knowledge, Skills, and Abilities Working knowledge of wine industry and culture Ability to communicate wine knowledge to all levels of experience Meticulous attention to detail and strong organizational skills Proactive planning, critical thinking, and problem-solving skills Exceptional active listening, verbal, and written communication skills Demonstrates excellent customer service and patience Must possess a friendly, professional demeanor and appearance Strong computer skills, MS preferred (Word, Excel, PowerPoint, Publisher) Knowledge of food and beverage operations at a high level of service Working Conditions General winery environment with occasional travel Required to drive automotive vehicle or equipment Indoor and outdoor environment with exposure to the elements/temperature variations Exposure to weather-related temperature & humidity extremes Extended Hours Shift Rotation Work in close quarters or confined spaces May need to determine color, taste and smell of wine using eyes, tongue, and nose Occasionally may be required to lift and carry cases of wine Work Standards Acts in a manner reflective of the Company culture of High Moral Standards, Innovation and Continuous Evolution, Trust in Team, Continuous Improvement, and Sustainable Relationships Communicates, interacts, and works effectively with others; receptive to feedback and coaching; voices concerns in a constructive manner. Demonstrates commitment to safety first; communicates safety concerns; promotes a safe work environment based on established safety standards and training. Follows all Company policies and procedures Additional Comments Management retains the discretion to add to or change the duties of the position at any time. California Pay Transparency Disclaimer: This is a Non-Exempt position. The pay range for this position is $20.69 to $32.34. It is not typical for an individual to be hired at or near the top of the range for their role. Actual placement within range will be contingent upon a number of factors, including but not limited to the candidate's qualifications, education, experience, internal equity and alignment with market data. Delicato Family Wines offers its employees a generous and comprehensive benefits package. The core health insurance components include medical, dental and vision, where Delicato covers nearly the entire cost for employees and a large percentage for dependents. Additional health benefits include life, disability and flexible spending accounts. Other benefits include 401(k) with generous company match, discretionary profit sharing, paid time off (PTO), paid holidays, wine & merchandise discounts, tuition reimbursement, gym discounts & many more NOTICE TO THIRD PARTY AGENCIES Please note that we do not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Services Agreement, we will not consider, or agree to, payment of any referral compensation or recruiter fee. In the event that a recruiter or agency submits a resume or candidate without a previously signed agreement, we explicitly reserve the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Delicato Family Wines is an Equal Opportunity Employer.