Reservations & Admin Assistant

Silver Oak Cellars LLC•Oakville, CA

6h•Onsite

About The Position

SUMMARY: This position plays a key role in delivering an exceptional guest experience, with a primary focus on managing and supporting tasting reservations through Tock. Serving as a central point of contact for retail and hospitality inquiries, this role works closely with guests to coordinate, modify, and enhance reservation experiences while ensuring seamless communication with the tasting room team. In addition to reservation and guest support responsibilities, the position provides general administrative assistance to the Oakville facility. The role reports formally to the Reservation and Outreach Manager, with administrative oversight from the Director of Administrative Operations.

Requirements

High School Diploma and related experience or equivalent combination of education and experience.
Proficient in MS Office applications.
Strong interpersonal skills. Ability to deal effectively with a diversity of individuals at all organizational levels.
Ability to multitask and prioritize workload.
Self-motivated and willing to help the team with other tasks.
Must be able to handle difficult situations in a fast-paced environment with poise and confidence.
Must be able to work a Tuesday through Saturday schedule.

Responsibilities

Serve as a primary point of contact for retail guest inquiries, answering phone calls and emails in a professional, warm, and solution-oriented manner.
Book, modify, and manage tasting reservations with a strong emphasis on accuracy and guest satisfaction.
Assist guests directly with Tock reservation questions and updates while ensuring a seamless booking experience.
Provide real-time reservation updates and clear communication to tasting room managers and leads throughout the day.
Support retail and hospitality teams in delivering exceptional guest experiences. Includes assisting front of house concierge team and learning the intricacies of each tasting room as needed.
Answer tasting room phone lines.
Assist with tasting appointment or event setup and breakdown when needed.
Compose routine guest correspondence and confirmations as required.
Maintain shared spaces, including copy room, to ensure they are stocked, organized, and guest-ready, including ordering snacks, beverages, office supplies, other essential items, and business cards.
Coordinate incoming and outgoing mail and shipments (USPS, FedEx, UPS).
Support meeting logistics, including room setup and basic A/V assistance as needed.
Maintain trade publications and common-area materials.
Distribute payroll checks for Oakville and Rawah Napa County employees.
Manage scheduling and availability of the company pooled vehicle.
Other duties as assigned.