Coordinator, Wine Show

SUMMARY

Support all activities and functions of the Houston Livestock Show and Rodeo™ Wine Sales and Wine Events Committees. Serve as lead coordinator for Roundup & Best Bites, the Champion Wine Auction, Collector’s Cases, Club of Champions donor gala and donor development. Additionally, support all activities and functions of the Rodeo Uncorked! ® program, including the International Wine Competition and the Champion Wine Garden as needed. Support other Houston Livestock Show and Rodeo committees and divisions as directed. Cross-trains with colleague coordinator to support all Wine Coordinator activities, steps in to cover for colleague as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following

• Provide administrative support to two wine committees by coordinating committee meetings, workdays and events, as well as assisting them in setting and managing timelines and working with leadership in planning operations, agendas, and event wrap ups
• Budget with assigned committee Chairmen and monitor both committee and operating budgets throughout the year to ensure adherence to the approved amounts
• Process large amounts of data entry accurately including, but not limited to, entering donation orders, ticket sales, restaurant signups, event reservations, etc. Processing will be through multiple software programs and in Microsoft Excel
• Coordinate with the Wine Sales Committee on event marketing, donor renewals and new sales, as well as donor development
• Complete necessary HLSR documentation and procurement processes, including bids, contracts, deposits and correspondence to ensure contracts are approved and properly executed, as well as invoices paid in a timely manner
• Provide excellent customer service to donors, committeemen and the public for all Rodeo Uncorked! events
• Work with volunteers on the wine committees in the scheduling, planning and implementation of all meetings and events
• Secure necessary equipment, materials and supplies for Roundup & Best Bites, the Champion Wine Auction, Collector’s Cases and Donor events while adhering to company policies and purchasing procedures
• Oversee receipt and disposition of wine, supplies, auction items, and appropriate passes/credentials for all events
• Assist with Wine Show advertising and marketing programs, including planning and approval with the PR agency and interaction with distributors, retailers, and restaurateurs
• Assist with content creation and coordination of Rodeo Uncorked! social media, currently including one public Facebook group and one private Facebook group
• Prepare reports indicating committee and operational activity such as sales results, sales credit tracking, and auction results
• Assist in coordination of wine warehouse inventory and space for all activities and events
• Analyze effectiveness of event management and sales procedures and recommend improvements
• Suggest plans to achieve departmental and organization-wide goals
• Attend a large number of wine meetings and workdays, many of which occur on weekday evenings and weekends in addition to scheduled office hours
• Provides support to director and/or other Wine Coordinator as required

EDUCATION and/or EXPERIENCE

Typically requires Bachelor's degree from four-year college or university; or one to three years related experience and/or training in establishing and coordinating sales, hospitality, events and/or customer relations experience or equivalent combination of education and experience. Experience in budget and data management is preferred, as well as good working knowledge of accounting principles. Proven skills in working with diverse audiences required. Appreciation of wine preferred and knowledge of the wine industry a plus.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.

OTHER QUALIFICATIONS

Requires excellent PC, public relations, customer service, and organizational skills. Must be project oriented. Computer skills require knowledge of Microsoft Office. Must have database application and worksheet application knowledge. Prefer Oracle experience.

COMMITTEE RESPONSIBILITIES

Committee Approximate number on Committee

Wine Events 400

Wine Sales 165

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The employee may be required to sit, stand, climb, balance, stoop, kneel, crouch or crawl. During the Show, the employee may be required to frequently walk to various places on the grounds. The employee may be required to lift and/or move 50 or more pounds repeatedly. Requires good manual dexterity (hand, hand with arm, two hands) and multi-limb coordination. Extended work hours required, especially during peak periods. Occasional travel may be required. Fast paced, deadline-driven, project-oriented office environment with heavy workload volume. Prior to and during the wine competition and the Livestock Show, this is an extremely high stress environment.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee may be exposed to dust, chemicals and animals at various times.