What are the responsibilities and job description for the Event Coordinator and Tasting Room Lead position at Huston Vineyards?
Winery Event Coordinator & Tasting Room Lead
Position Summary
Under the direction of the DTC Manager, the Event Coordinator & Tasting Room First Lead is responsible for planning, promoting, and executing Huston Vineyards events while supporting the DTC Manager in creating a welcoming sales-focused tasting room experience. This position plays a key role in creating an educational, memorable guest experience. Supporting event sales, coordinating vendors and staff, maintaining tasting room standards, and representing Huston Vineyards with professionalism, warmth, and strong follow-through.
Essential Duties & Responsibilities
Event Planning & Execution
Plan, coordinate, and execute winery events from start to finish, including public events, ticketed dinners, special tastings, off-site events, and other winery experiences.
Responsibilities include:
Work with the DTC Manager and Owners to establish event goals, budgets, timelines, and expectations.
Plan event themes, decorations, flowers, layouts, guest flow, and overall experience.
Secure and coordinate chefs, caterers, musicians, photographers, rental companies, and other event vendors.
Communicate with chefs and caterers to ensure menus pair well with Huston wines and all event details are clearly understood.
Reserve rental equipment and coordinate setup and return of rental items.
Coordinate with Marketing Manager to promote ticket sales through website, facebook, calendars and direct guest communication.
Monitor ticket sales and provide updates to DTC Manager as available.
Create event agendas, seating diagrams, seating charts, place cards, menus, pricing sheets, and guest packets when needed.
Coordinate staffing needs with DTC Manager,
Serve as the on-site event lead, including greeting guests, overseeing setup, managing flow, solving problems, and staff support.
Assist with wine fulfillment, teardown, cleanup, post-event organization, and event follow-up.
Work with photographers or staff to gather event photos for future promotion.
Provide post-event sales, ticketing, and attendance information to DTC Manager and Owners.
Sales, Inventory & Systems Support
Support tasting room sales, event inventory planning, and accurate daily operations.
Responsibilities include:
Use OrderPort, POS systems, and other winery systems accurately.
Assist with billing, archiving customer orders, and maintaining accurate sales records.
Track wine sample inventory.
Assist with event wine estimates, event sales tracking, and returned inventory.
Help prepare guest orders, delivery orders, and shipping as needed.
Order office, tasting room, and shipping supplies as assigned.
Maintain strong attention to detail in all customer transactions and inventory-related tasks.
Team Leadership & Staff Coordination
Assist with leading, training, scheduling, and supporting tasting room team members.
Responsibilities include:
Help hire, train, coach, and support tasting room staff.
Schedule tasting room shifts and event staffing as directed.
Hold team members accountable for assigned responsibilities.
Communicate expectations clearly and professionally.
Lead by example in hospitality, cleanliness, sales, teamwork, and follow-through.
Coordinate with DTC Manager when handling employee concerns or performance issues.
Help prepare the team for events, promotions, tastings, and busy weekends.
Future Venue Rentals & Private Events
Work with outside groups to book the winery building for private events, corporate events and weddings.
Responsibilities may include:
Act as a liaison between Huston Vineyards and outside groups interested in hosting events.
Help market the winery as an event venue.
Coordinate event details from planning through setup, execution, and cleanup.
Ensure private events reflect the quality and hospitality standards of Huston Vineyards.
Coordinate with DTC Manager to provide staffing as needed for events.
Key Characteristics & Competencies
The ideal candidate will demonstrate the following characteristics:
Warm, welcoming, and guest-focused
Highly organized with strong planning skills
Detail-oriented and dependable
Strong communicator with guests, staff, vendors, and Owners
Creative and able to bring event ideas to life
Calm and professional under pressure
Strong problem solver
Sales-minded without being pushy
Comfortable leading and coaching a team
Able to manage multiple priorities at once
Strong follow-through from planning to completion
Professional judgment and conflict resolution skills
Comfortable with social media, event platforms, POS systems, spreadsheets, and basic design tools
Positive attitude and willingness to jump in wherever needed
Clean, polished, and hospitality-minded
Passion for wine, events, and creating memorable guest experiences
Qualifications
Bachelor Degree in Hospitality Management, Marketing or equivalent experience
Must be at least 21 years of age.
Prior experience in hospitality, winery operations, events, restaurant service, retail sales, or customer service preferred.
Event planning or event execution experience strongly preferred.
Wine knowledge preferred; willingness to continue learning required.
Strong computer skills, including POS systems, email, spreadsheets, social media, and basic design or event platforms.
Ability to work weekends, evenings, holidays, and special events.
Ability to stand for extended periods of time.
Ability to lift and carry 50 lbs.
Ability to carry event supplies, and tasting room materials as needed.
Must be dependable, professional, and able to represent Huston Vineyards positively.
Pay: $32,000.00 - $36,000.00 per year
Benefits:
- Employee discount
- Flexible schedule
Work Location: In person
Salary : $32,000 - $36,000