Event Coordinator (Villa Grande and Pavilion Events)

Gervasi Vineyard is seeking a warm vibrant personality to provide exceptional customer service to our guests. The Event Coordinator is someone who directs, organizes and executes all activities relating to corporate and social events booked through GV Destinations Sales Department as well as GV produced events. Employee will be fully trained in use of Caterease, Simphony, Outlook, Excel, Word, and any other programs required to execute the job. The ability to work high volume events and assist on floor with daily functions is required.

Responsibilities:

• Highly organized individual who will initiate guest contact after event has been assigned and booked through GV sales department. Professional verbiage and appropriate conduct with each guest interaction.
• Reply in timely manner with required Outlook draft email (event questionnaire.. dietary restriction, media needs, guest count, and general corporate and social planning, etc)
• Professional polished presence when meeting customer during appointments and day of event.
• Ability to fully comprehend guest’s event requests, memos, reservations, orders and similar written materials in a timely manner.
• Maintain email chain communication with guest. Communicate with FOH/BOH department’s updates as event information comes in.
• Present completed BEO at weekly team meeting. Any pending event, unassigned event or BEO that is not yet finalized needs to be properly communicated during this time period. Operations Manager will make note and follow up with any email communication to coordinator, sales and BOH to ensure proper email chain.
• Ability to produce accurate invoices in a timely way to accounting team.
• Ability to effectively deal with customer complaints and concerns in a friendly and positive manner. This involves listening to the nature of the concern, demonstrating empathy with the customer and providing positive and proactive solutions. Following up with Operations Manager.
• Remain courteous, friendly and professional to co-workers and supervisors at all times.
• Ability to work in a variety of environments, all weather conditions, 1^st, 2^nd and 3^rd floor sections where continual traversing of stairs is a must.

Requirements:

• 2 years of Event planning is required.
• Experience preferred using Event Planning software (like Caterease)
• Interest and Knowledge of industry wedding trends, and their correlation to the consumer.
• Microsoft Outlook, Word and Excel experience required
• Must be available to work a varying schedule; early mornings, evenings, most weekends, and some holidays.
• Must be available to work a heavier schedule May -October (typically 45 hours).