Special Events Coordinator

SUMMARY: At Silver Oak, we make wine people tell stories about. And behind every remarkable bottle is a remarkable moment. The Special Events Coordinator will help bring those moments to life. This role assists with the planning and execution of events across winery locations, ensuring every detail reflects the quality, care and pride that define the Family of Silver Oak. 

KEY RESPONSIBILITIES:

Execution of Events:  

• On-Site Coordinator for Events, including event service, client contact, staff coordination, and closing/locking duties for after-hours events.
• Tasks for executing events include confirming final menu details with Chefs and printing menus, setting tables, screening wines, serving food and wine to guests, anticipating and communicating with the client throughout the event.
• Create event schematics, service maps, dietary spreadsheets.
• Ensure that all service staff are performing at the highest standards established.
• Execute sales through POS system.
• Maintain a professional image while providing fine dining service for guests.
• Perform other duties as assigned. 

Administrative:  

• Coordinate event details with external clients as assigned. Communicate and finalize details leading up to the event.
• Maintain and synchronize calendars in TripleSeat, Outlook and Tock. 
• Place and maintain updates for rental orders applying to large events. Schedule and communicate delivery and pick up times.
• Place floral orders providing specific event details to assure coordinated design, delivery and re-use where possible. 
• Work closely and maintain relationships and finalize details with caterers, janitorial and other vendors for large events. i.e. Release Day/catered events.
• Create and maintain Dietary Restriction spreadsheets for individual events and communicate information to the chefs.
• Communicate company updates to Variable Hour staff.
• Assist with special events projects-printing, mailing, signage for events.
• Other administrative tasks as requested.

QUALIFICATIONS:

• Five years’ experience in a high-volume events operation, preferably in a 4- or 5-star environment. At least 2 years of directly related experience
• Knowledge of proper service standards, catering, food service and table settings required. 
• Knowledge and experience of luxury wine, and elevated level of food standards. Basic understanding of elegant décor and presentation preferred.
• Intermediate computer literacy, including Microsoft Office applications. Prior experience with TOCK or other reservation software preferred.
• Must be available to work a flexible schedule including nights, weekends, and holidays.
• Must be at least 21 years of age and possess a valid driver’s license.
• High level of organization with exemplary attention to detail.
• Must have an unwavering commitment to quality.
• Sound decision making skills and ability to think on your feet in high pressure situations.
• Ability to interact positively with diverse individuals.
• Professional appearance and demeanor.

PHYSICAL/MENTAL REQUIREMENTS:

While performing the duties of this job, the employee is frequently required to do the following:

• Stand for 6-8 hours.
• Lift and carry a case of wine (approximately 41 lbs.).
• Repeatedly lift and carry furniture and equipment (up to 50 lbs.).
• Sit and operate a computer for 2-3 hours at a time.

WORK ENVIRONMENT:

• Events/Dining area can be loud at times.
• Will enter kitchen which can be hot and slippery. 
• Interaction with guests.
• Ability to work in an open work environment with regular distraction.

The above reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.