Sales Event Coordinator

Located just minutes from downtown Portland, Amaterra is perched high in the tree-filled slopes of the citys West Hills. Sip, savor, and enjoy the bounty from one of the most unique wine terroirs in the country, without venturing more than a heartbeat from the city. Amaterra Winery provides a luxurious winery experience unmatched views overlook the vineyard and stretch to the Coast Range. Time and friction are no longer a barrier when you want to experience the best in Oregon wine.

The Event Coordinator is a key player working with the Event Sales Managers and the banquet service team to execute incredible events for Amaterras guests. The Event Coordinator acts as a detail-oriented tactical project manager completing tasks requiring a high level of understanding of events, as well as institutional priorities, policies, and operations.

The Event Coordinator has two core functions. The first is to assist the Event Sales Managers in the administrative execution of events at Amaterra, including weddings, corporate, and social events. The second key function is to drive private dining business to Amaterra, and book and execute all Private Dining (groups of 10-18 people) events. Additionally, this position will support the wine and social club member event execution. The Event Coordinator will work with the Amaterra management team, including General Manager, Executive Chef, Events Sales Managers, Winery and Wine Club Manager to plan private and Wine Club events and support various wine release and other special wine club member events throughout the year. In the role of the Sales Event Coordinator, you are expected to work collaboratively with our other managers and be a brand ambassador to our customers.

Our Ideal Candidate:

• Able to empathize with and anticipate customer needs

• Organized with particular emphasis on prompt and accurate communication with clients

• Able to handle stress and remain calm.

• Good problem-solving and decision-making skills.

• Preferred previous event experience working in a team-based sales environment with comparable banquet service background and experience.

• Experience working with various systems, particularly CRM systems.

• Degree in hospitality management, marketing or related field is preferred, but not required.

• Exceptional skills in customer service and hospitality.

• Proven track record of facilitating successful group events.

• Excellent communication skills - written and verbal, presentation, coordination, and collaboration

• Ability to multi-task and handle changing priorities and multiple projects in a fast-paced, multi-faceted environment.

• Proficiency in Microsoft Office 365 suite (Teams, One Drive, SharePoint, Word, Excel, PowerPoint, Outlook).

• Ability to manage and keep updated a large volume of current and new leads.

• Must be 21 years or older.

• Must provide proof of completion of an in-person or online Alcohol Server Education Class.

• Must provide proof of a temporary OLCC Alcoholic Service Permit upon hire and a 5-year OLCC Alcohol Service Permit within 45 days of employment.

• Oregon Food Handlers Card required within 30-days of employment

Essential Functions and Position Responsibilities:

General

• Assist in preparing sales kits with appropriate items to highlight the benefits and amenities of Amaterra for Sales Managers to use.

• Assist and supports team with prequalifying leads, if appropriate based on relationship/experience.

• Handle all customer and staff inquiries in an enthusiastic and professional manner.

Event Sales Support

• Meet with, communicate, and respond to clients as needed and/or requested by Event Sales Manager to ensure smooth event operation and ensure Amaterra team is 100% prepared to deliver on all items identified in the contract and Beverage Event Orders.

• Collaborate with the Event Sales Managers, Restaurant and Winery Management Teams to successfully manage staffing and transitions from regular operations to event operations.

• Ensure consistency of information utilizing event planning/CRM software, including accurate contact information, updated document(s) and deposit collection, etc., in accordance with the terms and conditions as outlined in the contract.

• Assist Event Sales Manager to manage leads, client activity, and follow up tasks in the CRM/event system.

• Ensure timely collection of deposits and other payments from event customers.

• Attending weekly BEO meetings and providing a status report on all pending projects and events.

• Conduct bi-annual competitive set analysis and SWOT analysis to assist in ensuring proper pricing for the space.

• Participate in weekly event sales meetings and daily stand-up meetings as required by Management.

• Ensure planning and procurement deadlines are met.

• Assist Controller with maintaining up to date pricing and boilerplate documentation for events. Ensure relevant documents are added to CRM system.

• Create and manage potential event vendors list. Act as liaison to event client for external vendors, musicians, florists, photographers, keg suppliers, catering partners and other vendors, as needed. Provide clients with preferred vendor contact information for the clients own booking for their added event needs (A/V, flowers, etc).

• Acquire and maintain knowledge of the companys wines, story, and the winemaking process in order to effectively advise guests in person, via email, and by phone.

• Assist events team on special projects and help generate reports as needed.

• Coordinate guest facing menus, buffet labels and any other event specific collateral.

• Check in and manage weekly rental orders (linens, additional tables/chairs, plates, etc.).

• Ensure culinary team has updated BEOs, diagrams, and other event related items to ensure a smooth execution of the event.

• Update internal seasonal menus with seasonal changes (client facing and picklist in Triple Seat)

• Enter bar totals into Triple Seat as events are completed.

• Any other assigned tasks as needed or requested.

Private Dining

• Work in partnership with and support of other events team members to cultivate relationships to sell event space on property, specifically for private dining events.

• Conduct property tours with prospective private dining clients as appropriate.

• Manage private dining clients through initial client inquiry to the day of event execution. Work with Restaurant server team to ensure adequate coverage and service is provided to client.

• Manage the completion and documentation of private dining group reservations, collecting deposits, BEO creation and execution, upselling wine pairings, specialty event materials (i.e. customized menus, etc), manage vendor agreements, related to event.

• Maintain Private Dining Menus and wine pairing options. Ensure website details are kept up to date.

• Work with central office marketing team to develop marketing practices to drive Private Dining Business to Amaterra.

Winery and Production:

Amaterra is a full production estate winery. All team members will need to be open to assisting (not required) with production, bottling, and harvest. Responsibilities are as follows:

• Execute routine cellar and packaging activities.

• Cleaning is a primary function of this role and the winemaking process in general. This will include equipment, facilities (floors/walls), and barrels. These conditions are sometimes extended hours and wet and/or cold environment.

• Other duties pertaining to the winemaking process as assigned.

Benefits:

We offer a competitive compensation and benefits package to our team members who work 30+ hours per week which includes:

• Paid time off

• Health, dental, and vision insurance plans for employees and eligible dependents

• Education assistance

• Bonus and retirement plans

• Health care, dependent care, and commuter Flexible Spending Accounts

• Employee Resource Program

• Supplemental insurance options

When you work with us, you'll get to entertain and meet people from all over as you build your experience. Join us and grow through opportunities to explore the business; opening yourself to various career options. No matter your path, well make sure you feel right at home.

Check us out at www.amaterrawines.com .