Hospitality Administrator

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Regular - Full Time Clerical Napa, CA, US

17 days ago Requisition

Title:

Hospitality Administrator

Reports to:

Assistant Hospitality Manager

Location:

Promontory Winery

Exempt () Non-Exempt (x)

Situated in the western hills of Oakville, Promontory combines state of the art winemaking with deep ties to Napa Valley’s past. The rare convergence of soil types on the property yields red wines of unprecedented character that are unlike any others in the region. Our commitment to crafting exceptional wines is matched only by our dedication to providing an unparalleled experience for our guests.

We are always looking for bright, passionate, and motivated professionals to join our world-class team, where your passion for wine and expertise are celebrated. Come join us!

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. 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

Administrative support

• 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.

Hospitality support

• 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 hand off experience.
• Serve as an on-site representative for hospitality activities when required, helping uphold Promontory’s standards of service and execution.
• Partn…