Promontory Hospitality Administrator

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. Through thoughtful preparation, meticulous attention to detail, and disciplined follow-through, the HA enables highly personalized guest and patron experiences while supporting the integrity of relationships over time.

This individual exercises exceptional discretion, sound judgment, creativity, and precision, ensuring every hospitality touchpoint reflects professionalism, warmth, and exacting standards synonymous with Promontory.

This role is entrusted with:

• 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.
• Coordinate external vendors and service partners associated with hospitality activities.
• Assist with winery pick-up orders throughout the year to ensure accuracy and a seamless handoff 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.

• 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.

• Minimum of three years of high-touch hospitality experience.
• Bachelor’s degree preferred.
• 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.
• Interest in wine tasting and wine service skills.
• Broad intellectual curiosity with depth of knowledge and commitment to ongoing learning.
• Proficiency in Microsoft Excel, Word, Outlook, CRM Dynamics, and Navision.

• Lift and handle materials…