Event Operations Coordinator

Event Operations Coordinator

Full-Time Position | $40,000 - $50,000 a year +tips

POSITION SUMMARY:

Chankaska Creek Ranch and Winery is a vineyard, winery, and distillery located in Southern Minnesota. The grounds host four outdoor event spaces and one indoor event space. The winery produces the finest cold-climate wines and craft spirits through focused excellence.

Chankaska Creek Ranch and Winery is searching for an event operations coordinator with a good knowledge of the event industry. From years of experience with increasing responsibilities including experience in wedding and event planning. The candidate must have excellent interpersonal and organizational skills and an eye for detail. The position requires a person with high-energy and creativity, who possesses excellent customer service skills. The candidate must also have a strong desire to learn and grow within a first-class organization. This candidate must be capable of managing multiple events and daily activities in the tasting room, barrel room, and throughout the property, while seamlessly working with caterers, vendors, guests, the Chankaska team, and management.

We believe today’s business environment requires an individual that leads by example, understands business operations and never loses focus on achieving outstanding results that promote our brand and our distinctive culture.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Included the following but are not limited to:

Job Responsibilities:

• Follow through with all events inquires excluding weddings, within 24 hours

• Conduct tours of the facility

• Prepare client proposals and event agreements

• Manage financial records with regards to deposit and invoicing

• Coordinate services for events, such as set-up, take-down and shut down of the venue site, facilities, catering, signage, displays, special needs requirements, and event security.

• Coordinate and manage tent set up and takedown

• Coordinate all event structure movement/storage etc.

• Prepares and/or assists in opening and closing the event bars.

• Assures that all opening and closing duties are completed and that the building is secure at closing

• Responsible for coordination, planning. logistics and traffic control of all events

• Maintain the chairs/tables/bar/restroom trailer for the venue sites by keeping them clean, well maintained, and usable at any time.

• Conduct all inventory control and ordering for event venues i.e. beer, kegs, linens, disposables, wine, and any parts and equipment needed.

• Execute weekly pull lists

• Schedule and oversee all maintenance of venue sites (ie Event center, tent, and other outdoor sites)

• Maintain SOP’s for various accounts/clients and maintain well-organized event records

• Detail all Banquet Event Orders (BEOs), including and not limited to layouts/floor plans, food and beverage, set up, vendor assistance and manage overall timeline for various accounts/clients

• Listen carefully to the needs and preferences of the Director of Events

• Maintain a cooperative attitude with the Director of Events and provide reports that are accurate and timely

• Coordinate guest/client needs for any event

• Knowledgeable on wine and beverage education

• Attend tasting notes meetings to keep up to date on latest vintages of wine and spirits

• Conduct all beverage consultations with clients for the applicable event and prepare and fulfill special bar requests

• Lead and manage event staff

• Ensures staff follow policy and procedure

• Create weekly schedules with the tasting room manager

• Assure all shifts are covered appropriately

• Assures that all daily tasks are completed with accuracy

• Schedule and conduct interviews of event staff

• Assist Director of Events with staff reviews, write-ups and terminations

• Train staff on event processes and protocols in conjunction with tasting room training

• Conduct bar education and training for event staff

• Represents the company brand and ensures excellent customer service

• Deals with issues including customer complaints, employee complaints, and incidents, and any other issues arising

• Assist and coordinate closely with the caterer and other vendors on site

• Build and maintain working relationships with internal and external partners

• Represent company brand professionally, graciously, and enthusiastically

• Work closely with the general manager, tasting room manager, Director of Events and wine club manager with staff management, training, protocols, and processes

Knowledge, Skills, and Abilities:

• Experience with coordinating both large and small special events

• Excellence in creating and providing guest experiences in keeping with CCRW core values and brand image

• Proven leadership, management, and general business acumen

• Strong organizational, problem-solving, and analytical skills demonstrated by the ability to make timely and sound decisions

• Ability to focus on multiple tasks and deadlines and effectively prioritize and manage them

• Creative, flexible and innovative team player

• Self-motivated, passionate, enthusiastic, focused, creative, and positive

• Excellent customer service skills

• Excellent written and oral communication skills

• Strong attention to detail

• Creative listening and critical thinking skills in a potential high-stress environment

• Proficiency in Microsoft Windows, Outlook, Word, Excel, PowerPoint and EventPro (or other event management software) required

• Ability to interface and maintain effective relationships with all level of employees in a team-oriented environment

• Other critical skills include planning & organizing; problem identification/resolution, multi-tasking, follow-through skills to bring tasks to closure in a timely manner, priority setting, and having a sense of urgency in accomplishing tasks in a timely manner

• Must be available and willing to work evenings and weekends

• Must be willing to travel on behalf of the company

• Ability to stand on one’s feet for extended periods of time

• Must be able to lift and move 50 lbs.

• Must have a valid driver’s license

Benefits:

• 401(k)

• 401(k) matching

• Dental insurance

• Employee discount

• Flexible schedule

• Health insurance

• Paid time off

• Vision insurance

Education:

• Bachelor's (Preferred)

Experience:

• Events management: 1 year (Preferred)

• Customer service: 1 year (Preferred)

Work Location: In person