Administrative Assistant / Estate Host
Location
Napa, CA | United States
Job description
Job Description:
JOB SUMMARY
The Administrative Assistant/Estate Host is responsible for providing administrative support to all functions of the company. The ideal candidate has excellent problem-solving skills, is detail-oriented, great at multi-tasking, and enjoys challenges all while maintaining an upbeat and positive attitude. The ideal candidate will have a strong focus on providing outstanding customer service to our guests over the phone and in-person. They must have excellent communication skills, be able to shift courses quickly, and carry out duties in a confidential manner at all times.
Job responsibilities
Administrative:
• Provide Support to our Owners, Directors, and Employees.
• Answer phone calls and direct callers to appropriate personnel.
• Respond to emails and other correspondence in a timely and professional manner.
• Manage incoming/outgoing mail and shipments through USPS, DHL, FedEx, UPS, and Amazon.
• Pack and ship wine as necessary.
• Maintain up to date knowledge of wine shipping laws.
• Manage the owners’ schedules and book necessary appointments; keep a detailed Itinerary of their visits.
• Help type and/or translate correspondence memos, letters, faxes, and forms.
• Assist callers on where to find and purchase our wine in their area.
• Maintain an organized, neat, and professional workstation.
• Operate and maintain all office equipment and ensure they are in working order.
• Order office supplies.
• Coordinate with cleaning staff; order cleaning supplies as needed.
• Filing and Shredding.
• Other duties as assigned.
Host:
• Respond to all reservation inquiries in a timely and professional manner. Coordinate with owners and Director on all requests. Add them to our company calendar once approved.
• Welcome all guests in a warm and gracious manner.
• Provide recommendations on where to stay and dine for our guests and callers.
• Assist with set up and breakdown of guest tastings, meetings, and events.
• Be present at and assist in hospitality events, including some weekends.
• On occasion, host guest visits: guide them through our vineyard, winery, and tasting.
• Assist with all tasting room activities, including washing glassware and cleaning the tasting room.
Required Competencies:
• Working knowledge of office equipment; printers, multi-line phone, fax, and typewriter.
• Proficiency in MS Office (MS Excel and MS Outlook).
• Ability to prioritize work but sometimes multi-task, highly organized and detailed oriented. Good written and verbal communication skills.
• Friendly, Energetic, and able to think quickly on their feet.
• Ability to work varying shifts/days of the week, including weekends.
• Ability to take direction from multiple supervisors.
• Bilingual in French or Spanish are a plus.
Minimum Qualifications:
• Minimum 5 years of experience in a customer service setting.
• Able to stand and/or walk for long periods of time.
• Must be able to lift 40 pounds.
• Must be at least 21 years of age and have a valid CA driver license.
• Responsible Beverage Service training certificate (We will provide if necessary).
• Wine knowledge and enjoyment.
• Professional appearance and demeanor.
• Able to work independently and cohesively with team members.
Benefits:
• Health insurance – medical with HSA, dental, vision, disability & life insurance
• Vacation accrual, Sick Time, 11.5 paid holidays; 8 hours of Volunteer Time off
• 401k with employer match
• Discretionary bonus
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