Promontory Hospitality Administrator

About the role

The Hospitality Administrator (HA) provides administrative and operational support across the Winery Ambassador team, Patron Relations, and the broader hospitality function. Serving as a central cross-functional coordination point, this role helps ensure the seamless planning, organization, and execution of daily hospitality activities and relationship-centered initiatives.

Responsibilities

• Serve as a primary cross-functional partner to the Winery Ambassador team in stewarding wine acquisition processing, ensuring exceptional order accuracy and disciplined post-tasting follow-through, while acting as a critical conduit between hospitality, patron relations, logistics, and fulfillment to deliver a seamless end-to-end patron experience.
• Create, update, and maintain patron and client records across internal systems, including CRM platforms and related hospitality tools.
• Prepare and maintain hospitality collateral, including order forms, special event menus, presentation materials, and other guest-facing documents.
• Provide cross-functional support to the hospitality function through the organization, preparation, and execution of daily hospitality activities at Promontory.
• Review weekly guest lists, hospitality data, and supporting materials in preparation for upcoming visits.
• Prior to patron and guest visits and tastings: Assist in building and coordinating hospitality reservations by extracting, validating, and confirming all pertinent information from internal systems.
• Following visits, tastings, and events: Confirm, memorialize, and update all relevant guest details, preferences, and relationship notes. Ensure prefixes, salutations, and mailing, billing, and shipping addresses are accurately maintained across the CRM, winery POS, and reservation platforms.
• Support post-visit order coordination, address updates, and follow-through on guest needs once orders are secured.
• Support special hospitality initiatives and projects as assigned.
• Cook up with external vendors and service partners associated with hospitality activities.
• Aid in winery pick-up orders throughout the year to ensure accuracy and a seamless hand-off experience.
• Serve as an on-site representative for hospitality activities when required, helping uphold Promontory’s standards of service and execution.
• Partner with property stewards and other cross-functional teams as needed to ensure seamless and highly personalized guest experiences.
• Career development and professional growth opportunities are available.
• Coordinate wine allocation fulfillment and wine delivery logistics with internal partners, including accounts receivable, inventory, and fulfillment teams.
• Manage general inquiries related to hospitality experiences, wine acquisitions, and order support.
• Create and manage cases related to shipping changes, delivery exceptions, and service recovery needs.
• Verify credit card information and payment details when required, with the highest degree of discretion and accuracy.
• Support patrons with shipment tracking, delivery timelines, and follow-up inquiries.

Requirements

• Minimum of three years of high-touch hospitality experience.
• Bachelor’s degree preferred.
• Exceptional customer service, organizational, and interpersonal skills.
• Strong verbal and written communication skills with a collaborative, team-oriented mindset.
• Ability to work harmoniously with colleagues while consistently upholding the highest quality standards.
• Passion for wine, food, and hospitality with a desire to continuously expand knowledge.
• Broad intellectual curiosity with depth of knowledge and commitment to ongoing learning.
• Proficiency in Microsoft Excel, Word, Outlook, CRM Dynamics, and Navision.
• Willingness and ability to:
• Lift and handle materials weighing up to 45 pounds.
• Operate standard office equipment, including a computer, keyboard, mouse, telephone, and printer.
• Communicate effectively in person and by phone.
• Perform physical tasks including grasping, stooping, squatting, climbing stairs, pushing, pulling, carrying, and reaching overhead.
• Work a flexible schedule including evenings and weekends as needed.
• Valid CA driver’s license required.

Skills and traits

• Service-oriented with a warm, welcoming presence.
• Personable, attentive, and genuinely engaged with guests and colleagues.
• Confident communicator who naturally earns trust and respect.
• Strong relationship-building and rapport skills with excellent written and verbal communication.
• Consultative approach to presenting wine offerings and membership opportunities.
• Goal-oriented with the ability to understand and work toward assigned objectives.
• Self-aware, humble, diplomatic, and professional with the ability to maintain appropriate boundaries.
• Positive energy with a steady work pace and the ability to perform well under pressure.
• Highly detail-oriented with strong organizational skills and adaptability in dynamic environments.
• Respectful of structure, process, and routines that support a consistent, high-quality guest experience.
• Demonstrates sound judgment, integrity, and the highest ethical standards.
• Proactive, honest, trustworthy, and team oriented.

Benefits

• Health benefits for you and your family, including medical/dental/vision additional health benefits include life, long term disability, FSA or HSA and 401(k).
• Vacation and sick time along with 11 paid holidays and annually designated employee appreciation days.
• A diverse team of coworkers that care about each other in a fun, exciting work environment.

Pay

The pay scale for this position is $31.50-$35.00 per hour. These figures represent what we reasonably expect to pay for this position, but the actual compensation offered will depend upon numerous job-related factors, including but not limited to candidate qualifications, skills, experience, education, location, and alignment with market data. The Company reserves the right to modify the range in the future.

Pay Transparency Disclosure

Pacific Union Co. is proud to be an Equal Opportunity Employer. We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. Employment with Pacific Union Co. is at-will, meaning either the employee or employer may terminate the relationship at any time with or without cause and with or without notice, except as provided by law.