About our Company

Ponte Family Estate Winery opened in 2003 and is a California based company operating in the heart of the Temecula Wine Country. We have been farming our vineyards since 1984 and are a real working winery, growing and producing over 20 estate grown varietals within certified sustainable facilities.

We are located right next to our Four Diamond, 90 room , boutique hotel Ponte Vineyard Inn . We are surrounded by 300 acres of mature vineyards and views of rolling hills. We are a short drive from most of Southern California and enjoy hosting folks who want a break from city life. Our guests visit us seeking a relaxing day or overnight stay in the country.

We have become the benchmark for great service among Temecula wineries. Our associates are dedicated to delighting guests by providing excellent hospitality and serving great wine and food in a beautiful environment.

Summary:

The Special Events Administrative Assistant will be responsible for supporting the administrative elements to properly monitor client contacts, contracts, and invoices with attention to detail and ensuring the guests’ expectations are exceeded for the Special Events Department.

Compensation: $22.00 - $25.00 hourly, DOE

Schedule: Wednesday - Sunday

Benefits :

• Medical, Dental, Vision
• 401k Matching
• Sick + Vacation Time
• 2 paid holidays (Thanksgiving + Christmas)

Essential Duties and Responsibilities:

• Answer special event phones in a professional and courteous manner according to standard and department SOP.
• Respond to all email inquiries regarding requests for information and set up appointments as needed.
• Communicate with clients from initial inquiry, schedule venue tours, discuss pricing, and administer the payment process.
• Support the special event coordinators on sales inquiries.
• Ensure that all presentation pieces are stocked and ready to send out within 48 hours .
• Prepare consultation rooms and front office areas to be presentable and “show ready” at all times, including but not limited to restocking beverages for clients, and polishing glassware.

• Send “Follow Up” cards/emails for site tours to prospective clients.
• Maintain events calendar on a daily basis with weekly distribution of events list to staff.
• Create customer contract folders for each event.
• Administer payments and deposits made by clients ensuring accuracy and timely recording in POS, TripleSeat , and QuickBooks.
• Maintain sales journal with all new bookings and delivered events.
• Support Management while planning ticketed events.
• Communicate with Executive Chef regarding BEO’s.
• Communicate with Ponte Vineyard Inn regarding schedules, hotel room information, and payments.
• Send thank you notes and past event surveys to wedding couples.
• Maintain supplies and organization of office equipment and files.
• Be knowledgeable of all policies, procedures, hours, and menus in order to answer guests’ questions accurately and efficiently.
• Understand and adhere to the Ponte values, safety, and service standards.
• Understand and adhere to environmental standards set by the winery.
• Anything else as directed by your Manager .
  

Knowledge, Skills, and Abilities:

• Must have experience in a related field and strong administrative skills, preferably in the hospitality industry.
• Demonstrate strong computer skills, and be proficient in Microsoft Excel, Word, Outlook, TripleSeat , and QuickBooks.
• Ability to remain composed and graceful under pressure.
• Use professional communication skills when writing and speaking with clients and other departments.

• Excellent interpersonal and organizational skills.
• Have attention to detail and be able to follow directions and abide by standard operating procedures.
• Agree to work a flexible schedule including evenings, holidays, weekends, as required.
• Treat all associates and guests in a respectful manner.
• Must have exceptional grooming standards that are consistent with company guidelines including apparel and footwear.
• Must be able to work in a standing position for long periods of time.
• Must be able to lift/carry up to 30 pounds,
• Ability and willingness to work in a standing position for long periods of time , in indoors + outdoors, during inclement weather .
  
• Must be able to work outdoors in various weather temperatures.

Company Standards:

• Understand the Ponte Values, and Service Standards.
• Ensure the safety of guests and associates.
• Follow the environmental standards set by the Company
• Treat all associates and guests in a respectful manner.
• Exhibit integrity (honesty and truthfulness).
• Perform any other duties as required by your Manager .