Winery Event Coordinator

La Honda Winery is a beautiful urban winery, just 5 minutes from Hwy 101 in Redwood City. Because of our award-winning wines, convenient location and gorgeous interior, we are an ideal location for private and corporate events.

People adore holding events here - https://www.yelp.com/biz/la-honda-winery-redwood-city

After completing some renovations, we reopened in 2022 and have been rebuilding business to a prelock down pace. Prior to lockdown, we hosted 140 events per year. We’re ready to resume that level of activity and set ourselves up for further growth, with the successful candidate responsible for helping to make that happen.

The Events Coordinator manages all aspects of the events once a contract has been signed by the client and our winery's Events Director (who is responsible for sales and marketing).

The role includes some onsite client/caterer/supplier tours and meetings while others can be done by phone or online, also event host staffing and training, with the majority of time spent offsite organizing the pre-event scheduling/staffing/deliveries/planning and pre/post event billing/administration.

The Event Coordinator must be personable, dependable, highly detail-oriented and able to readily meet clients/vendors at the winery. We have workspace available at the winery but they will likely work from home with trips to the winery as needed.

This is a part-time role, with the hours dependent on the flow of events. Currently, the role requires an average of 15 hours a week, but often less (during September and October there’s harvest at the winery so there’s less event prep in August & September) or more particularly in November & December (though we’re closed between Xmas and NY) when there are sometimes multiple events per day.

There are also some other areas of responsibility within the winery that could use more help if the successful candidate proves adept and wants more hours.

This is the perfect role for someone with other responsibilities or part-time work/projects. A previous Coordinator worked in the time available around a family and part-time job.

Duties:

- Take over all communication with the clients and their vendors once the contract has been concluded by our Event Director who’s responsible for sales, marketing and training/managing you.

- Coordinate and conduct client site visits with clients and vendors, most commonly during weekday daytimes but very occasionally they are required after normal business hours or on weekends.

- Take copious notes and ensure that client expectations for the event are both reasonable and met fully

- Organize all staffing of events. We have an existing team of part-time Hosts you would supervise and help recruit for over time. When necessary, the Coordinator will host some events if no other Host is available (and when initially training to get up to speed on how events are done).

- Manage the detail of all client expectations and requests.

- Communicate details of each event to the winery staff Hosts who will be working each event.

- Manage all vendor relationships, primarily with caterers and party rental companies.

- Coordinate all rental deliveries.

- Maintain up-to-date paperwork for all outside vendors.

- Request invoices, chase and process pre/post event payments and track all revenues.

- Over-deliver on client expectations with every detail remembered and care taken.

Required:

- Car and based readily close to Woodside Rd exit of 101, Redwood City.

- Flexibility with hours. The range is 10 to 20 hours a week, averaging 15 hours.

- Occasional help hosting the events which are typically evenings/weekends when you want more hours and $'s.

- Available for a few pre-booked evening/weekend site tours that you schedule yourself on the rare occasion when clients and vendors just can't meet during the day.

- Hosting experience is key, a natural host who shines when putting on social events and puts clients at ease.

- Client-facing experience.

- Computer savvy (total comfort with spreadsheets and technology vital, experience with Google Docs/Email/Sheets would be a plus).

- Experience with event planning and appreciation of wine is a plus, but not necessary.

- Smartphone and laptop.

Compensation: Previously $24 per hour, average 15 hours a week plus gratuities for hosting events and bonuses for additional services sold.

To apply, please submit a resume and a brief email detailing how this fits with your life/work/location/etc.

Specifically:

Do you have any other time commitments currently or that would exist beyond starting with us? If so, what?

How many & what hours per week are you ideally looking for?

The events very occasionally require an extra Host or decision on evenings/weekends (depending on how you staff & organize them). How does this fit with your life?

Please forward this to anyone you know that may fit this part-time, local events role. Please understand that sometimes the volume of resumes means we won't be able to respond to all submissions. Thank you for your interest.