Wine Club Operations & Events Coordinator

About Hawks View

Hawks View is a Sherwood estate winery at the gateway to Willamette Valley wine country. We make estate-grown wines from our 45-acre property and host guests in a beautiful setting with extended tasting room hours and sweeping views.

Were a small company which means everyone is expected to be capable helpful and professional. Titles matter less than outcomes.

What This Role Is

This role is the operational backbone for wine club continuity and small events executionpart wine club operations support part special events coordination and part administrative hub with light marketing coordination.

Youll support our Wine Club Manager with day-to-day execution and help ensure continuity and coverage. Youll also coordinate the details of wine club events (pick-up parties member events) and small private events (corporate meetings holiday parties). Youll keep the trains running: inboxes calendars member support event logistics and clean internal handoffs.

Marketing in this role is support and coordination not owning the brand. A meaningful portion of heavier marketing work is handled by internal leadership and our Philippines-based independent contractors and one of our servers already supports social media. This role does not replace that personyoull collaborate and help keep the workflow organized.

Compensation:$21.00-$24.50 hourly

Benefits Per Company Plan Details:

• Medical
• 401k Matching Plan
• 3 Weeks of PTO
• 2 paid Holidays (Thanksgiving Christmas)

*The terms and conditions associated with each Benefit are outlined in the Associate Handbook additional documentation provided by Human Resources or within the policies of the carriers providing the benefits*

Important Note About Scope

This job description reflects the roles primary responsibilities but it is not a complete list of every task you may be asked to support.

Because we are a small team we value people who are willing to step in and help where neededfor example:

• assisting with wine club shipping/packing when required

• supporting the tasting room floor in a pinch (greeting guests basic hospitality support)

• coordinating access for vendors (welcoming maintenance personnel helping with logistics)

• and handling other practical tasks that keep the operation running smoothly.

If you need a rigid box this wont be your favorite job. If you like being useful youll do well here.

What It Feels Like Day to Day

• Youre the person who doesnt let things fall through the cracks.

• You write clearly keep a clean inbox and take pride in accuracy.

• You can juggle multiple moving pieces (wine club events admin) without losing details.

• Youre comfortable being the connective tissue between tasting room wine club events and vendorswithout drama without ego.

• You like a role where you earn trust fast by being consistent.

Essential Duties and Responsibilities

Wine Club Operations Support (Primary)

• Support the Wine Club Manager with member service tasks: account questions order support list pulls and coordination with fulfillment/shipping.

• Provide coverage/continuity when the Wine Club Manager is off-site or unavailable (day-to-day member needs internal coordination and clean handoffs).

• Help keep wine club communications organized and on schedule (draft prep proofing lists and follow-through).

• Support wine club fulfillment readiness: clean lists organized notes and coordination with the right internal owners.

Special Events Coordination & Support

Support two primary event categorieswine club events and small group/private eventsby coordinating details tracking moving parts and ensuring clean handoffs to the team responsible for execution.

Wine club events (pick-up parties member events)

• Maintain event calendars timelines and checklists (what needs to happen by when and who owns it).

• Coordinate logistics with tasting room leadership and wine club manager: RSVPs guest lists layouts signage needs and run-of-show notes.

• Support day-of execution as needed: setup coordination guest flow support and breakdown organization.

Small group/private events (corporate meetings holiday parties etc.)

• Coordinate logistics for small events sold to groups: schedule headcount setup needs and guest-facing communication.

• Coordinate catering/service execution based on the event:

  • Internal support: coordinate timing and service notes with our servers and kitchen.

  • Outside caterers: coordinate access arrival windows setup requirements and on-site logistics.

• Keep event confirmations notes and internal handoff documents organized and easy to reference.

• Track key deadlines and flag issues early to the Winery Manager.

Administrative Coordination (Backbone)

• Manage shared inbox workflows (including the Hawks View info email): triage respond appropriately and escalate when needed.

• Answer phones route calls take accurate messages and help guests get to the right person quickly.

• Draft and format basic written communication; proofread for clarity grammar and company style.

• Maintain electronic and physical files forms and records; keep documentation organized and searchable.

• Maintain calendars and schedules including reservations support venue requests internal scheduling and key event dates.

• Prepare purchase requisitions; assist with supply ordering and maintain inventory of office forms/supplies.

• Support invoice processing and basic billing tasks as assigned; maintain simple logs and tracking.

• Create maintain and enter information into internal trackers with accuracy.

• Operate standard office equipment and coordinate repairs when needed.

• Other duties as assigned by the Winery Manager.

Marketing Support (Secondary / De-emphasized)

• Collaborate with our in-house server who supports social media and help keep content handoffs organized and timely.

• Assist with basic posting support and coordination as needed (not full ownership of marketing).

• Monitor guest reviews and comments; draft responses or route appropriately per internal standards.

• Assist with auditing company websites and third-party listings (hours menus links accuracy) and route corrections.

• Help organize and maintain photography videography and collateral files for easy reuse.

• Follow brand guidelines in anything you touch.

• Other marketing admin tasks as assigned.

Knowledge Skills and Abilities

• Strong administrative fundamentals: scheduling email/inbox management document organization and task tracking.

• Excellent verbal and written communication with supervisors peers and guests.

• Strong proofreading and attention to detail (you catch errors before they go out).

• Professional respectful and service-minded with guests and teammates.

• Organized calm under pressure and able to prioritize in a busy environment.

• High integrity and reliabilityif you say its done its done.

• Comfortable learning systems and new office tools as required.

• Flexible availability including evenings and weekends as needed.

Preferred Experience

• 3 years in administrative support hospitality operations wine club support or events coordination.

• Basic familiarity with branding principles and social media workflow support.

• Light design ability (Canva-level is plenty).

Education

• Associates Degree (or equivalent coursework/experience).

To Apply

Submit your resume here and send a short note to that includes:

1. Why this role fits how you work

2. One example of a time you improved organization or follow-through in a busy environment

(If your default setting is helpful and competent youll fit right in.)