Coordinator, Wine Show

Houston Livestock Show and Rodeo•Houston, TX

About The Position

SUMMARY Support all activities and functions of the Houston Livestock Show and Rodeo Wine Competition, Winery Relations, and Wine Garden Committees. Serve as lead coordinator for the Rodeo Uncorked! International Wine Competition and Champion Wine Garden. Additionally, support all activities and functions of the Rodeo Uncorked! (R) program, including the Rodeo Uncorked! Roundup & Best Bites Competition, Rodeo Uncorked! Champion Wine Auction & Dinner, Collectors Case sales, and donor appreciation and development events as needed. Support other Houston Livestock Show and Rodeo committees and divisions as directed. Cross-trains with colleague coordinator to support all Wine Coordinator activities, steps in to cover for colleague as needed. ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following: Provide administrative support to three wine committees by coordinating committee meetings, workdays and events, as well as assisting them in setting and managing timelines and working with leadership in planning operations, agendas, and event wrap ups. Budget with assigned committee Chairmen and monitor both committee and operating budgets throughout the year to ensure adherence to the approved amounts. Process large amounts of data entry accurately including, but not limited to wine competition entries, booking judges, event reservations, wine deliveries, band bookings, etc. Complete necessary HLSR documentation and procurement processes, including bids, contracts, deposits and correspondence to ensure contracts are approved and properly executed, as well as invoices paid in a timely manner. Provide excellent customer service to wineries, distributors, committeemen and the public for all Rodeo Uncorked! events. Work with volunteers on the wine committees in the scheduling, planning and implementation of all meetings and events. Interface with wineries and distributors to secure International Wine Competition entries, including assistance with entry and scrubbing data. Ensure that all volunteers and staff involved strictly adhere to competition policies to maintain the integrity of the competition. Secure necessary equipment, materials and supplies for the International Wine Competition and Champion Wine Garden while adhering to company policies and purchasing procedures. Oversee receipt and disposition of wine, supplies, and appropriate passes/credentials for all events. Assist with Wine Show advertising and marketing programs, including interaction with distributors, retailers, and restaurateurs. Assist with content creation for our Rodeo Uncorked! social media, currently including one public and one private Facebook group. Prepare reports indicating committee and operational activity such as judge surveys, sales reports, wine check in reports and other items as needed. Assist with receipting and inventory management of wine for the International Wine Competition, Roundup & Best Bites, Champion Wine Auction, Collectors Cases, the Champion Wine Garden and other assorted wine orders. This includes coordinating with distributor and supplier partners on ordering, timely delivery, accurate receipting, and timely payments. Assist in coordination of wine warehouse inventory and space for all activities and events. Analyze effectiveness of event management and sales procedures and recommend improvements. Suggest plans to achieve departmental and organization-wide goals. Attend a large number of wine meetings and workdays, many of which occur on weekday evenings and weekends in addition to scheduled office hours. Provides support to director and/or colleague coordinator as required .

Requirements

Typically requires bachelors degree from four-year college or university; or one to three years related experience and/or training in hospitality, event logistics and/or customer relations experience or equivalent combination of education and experience.
Experience in budget and data management is preferred, as well as good working knowledge of accounting principles.
Proven skills in working with diverse audiences required.
Requires excellent PC, public relations, customer service, and organizational skills.
Must be project oriented.
Computer skills require knowledge of Microsoft Office.
Must have database application and worksheet application knowledge.

Nice To Haves

Appreciation of wine preferred and knowledge of the wine industry a plus.
Prefer Oracle experience.

Responsibilities

Provide administrative support to three wine committees by coordinating committee meetings, workdays and events, as well as assisting them in setting and managing timelines and working with leadership in planning operations, agendas, and event wrap ups.
Budget with assigned committee Chairmen and monitor both committee and operating budgets throughout the year to ensure adherence to the approved amounts.
Process large amounts of data entry accurately including, but not limited to wine competition entries, booking judges, event reservations, wine deliveries, band bookings, etc.
Complete necessary HLSR documentation and procurement processes, including bids, contracts, deposits and correspondence to ensure contracts are approved and properly executed, as well as invoices paid in a timely manner.
Provide excellent customer service to wineries, distributors, committeemen and the public for all Rodeo Uncorked! events.
Work with volunteers on the wine committees in the scheduling, planning and implementation of all meetings and events.
Interface with wineries and distributors to secure International Wine Competition entries, including assistance with entry and scrubbing data.
Ensure that all volunteers and staff involved strictly adhere to competition policies to maintain the integrity of the competition.
Secure necessary equipment, materials and supplies for the International Wine Competition and Champion Wine Garden while adhering to company policies and purchasing procedures.
Oversee receipt and disposition of wine, supplies, and appropriate passes/credentials for all events.
Assist with Wine Show advertising and marketing programs, including interaction with distributors, retailers, and restaurateurs.
Assist with content creation for our Rodeo Uncorked! social media, currently including one public and one private Facebook group.
Prepare reports indicating committee and operational activity such as judge surveys, sales reports, wine check in reports and other items as needed.
Assist with receipting and inventory management of wine for the International Wine Competition, Roundup & Best Bites, Champion Wine Auction, Collectors Cases, the Champion Wine Garden and other assorted wine orders. This includes coordinating with distributor and supplier partners on ordering, timely delivery, accurate receipting, and timely payments.
Assist in coordination of wine warehouse inventory and space for all activities and events.
Analyze effectiveness of event management and sales procedures and recommend improvements.
Suggest plans to achieve departmental and organization-wide goals.
Attend a large number of wine meetings and workdays, many of which occur on weekday evenings and weekends in addition to scheduled office hours.
Provides support to director and/or colleague coordinator as required