Hospitality Administrator
Rutherford, CA Hospitality
Job Type


The Hospitality Administrator provides support needed for the Tasting Room and Experience Departments in order to ensure guest and group experiences operate efficiently. Responsibilities include: answering phone inquiries, taking and booking reservation details, communicating with guests and vendors, accurately executing billing, and clerically supporting the needs of the tasting rooms.



  • Conducts project management support documenting and organizing details and managing guest files.
  • Provides information on Peju Calmere Estate products, services and events.
  • Provides concierge services for new and existing guest including service calls, inquires and confirming event details. 
  • Provides follow up communication with guests; confirms reservation date, time of visit and customer data. 
  • Fields guest inquiries, inbound telephone sales, captures customer details and enters information into system and company calendars. Prioritizes guest inquiries and forwards to Tasting Rooms and Experience Department. 
  • Manages and updates multiple event calendars, files and data. Maintains event files with updated information, invoices, billing and payments.
  • Proactively communicates event information to Experience team.
  • Understands each experience and helps manage customer/guest expectations, issues or concerns. Works closely with departments to ensure reservation and experience requirements are met and set up for success. 
  • Creates event order, collects deposits and sends receipts to guests. Designs menus or event agenda and prints.
  • Completes, sends and follows up on event contracts.
  • Completes request for proposals from vendors.
  • Confirms staffing prior to event date. 
  • Completes final billing after event.
  • Prepares written thank you note and send final receipt to guests.
  • Provides support as needed onsite for event day; check in, welcoming, greeting, small event set up and clean up. 
  • Ensures all inventory records are updated and maintained. Takes physical inventory of kitchen equipment, table tops and linens.
  • Executes additional projects to support the Tasting Room and Experience Departments.


  • Bachelor’s degree in Hospitality or Event planning preferred. Minimum AA degree.
  • Minimum of 3 years in event administration or working for a luxury restaurant or resort with the above listed experience.  
  • Concierge or reservations experience is highly desirable.
  • AMS experience or similar POS software experience is highly preferred.
  • Excellent written and verbal communication skills.
  • Ability to resolve problems quickly and swiftly to meet guest expectations.
  • Ability to build and enhance internal and external customer relationships.
  • Ability to manage multiple tasks simultaneously.
  • Ability to meet deadlines and deliver high quality work product.
  • Strong attention to detail with the ability to produce highly accurate results with minimal supervision.
  • Strong project management skills.
  • Strong organizational skills to enter and manage data. 
  • Proficiency in basic computer skills including but not limited to Microsoft Office applications; Outlook, Word, Excel, PowerPoint
  • Ability to learn new systems and procedures.