Job Description

HOSPITALITY COORDINATOR (Maternity Leave Contract)

About Frind Estate Winery

Established in 2017 with the purchase of the historic Bennett property in West Kelowna, Frind Estate Winery blends agriculture with technological opportunity.

With over 400 acres planted across 15 thriving vineyards spanning the Okanagan Valley, and another 250 acres to be planted, Frind Winery Ltd. has ambitious plans for future expansion, where our company stands at the forefront of viticultural innovation.

We are dedicated to crafting excellence in every vine, cultivating multiple distinct grape varieties including Chardonnay, Sauvignon Blanc, Riesling, Pinot Noir, Merlot, Cabernet Sauvignon, Cabernet Franc, Marechal, Foch and Regent, across our varied geographic locations from as far south as Osoyoos to as far north as Vernon.

We are seeking a highly organized and personable Hospitality Coordinator to join our team! In this dynamic role, you will be responsible for ensuring the smooth execution of daily hospitality operations, supporting the planning and execution of wine club activities and events, and providing exceptional guest service. This is a fantastic opportunity for someone who thrives in a fast-paced environment, enjoys working with people, and is passionate about delivering elevated hospitality experiences.

This role is full-time, fixed-term covering a maternity leave from mid-September 2025 to approximately September 2026, based in our West Kelowna, British Columbia, Hospitality facility located at 3725 Boucherie Road.

Responsibilities:

Wine Club

• Assist with the planning, coordination, and execution of semi-annual wine club pick ups and shipments for wine club members.
• Assist with warehouse/shipping and logistics for Wine Club shipments.
• Administrative and Customer Service duties such as:
• Following up on declined credit cards
• Sending pick up reminder emails
• Dealing with refused or returned shipments
• Maintenance of customer records
• Replying to member inquiries

Administration

• Respond to incoming calls related to tasting room and restaurant reservations, wine club and events.
• Coordinate incoming reservations, guest communications and reservation payments.
• Maintain strong internal communication to ensure all key team members are aware of guest changes and requirements.
• Correspond with the necessary internal departments to ensure proper debriefs and event details are submitted to the appropriate teams for accurate post-event accounting and follow-up.
• Monitor reservation trends, ensure bookings remain consistent year over year and provide suggestions for improvement.
• Provide quarterly reports on bookings and revenue metrics.
• Maintain relevant hospitality email accounts and communicate responses in a timely manner.
• Order and maintain departmental equipment and supplies
• Create and update Tasting Room, restaurant and cafe menus, internal newsletters, brand promotions for merchandise and social media.
• Maintain social media accounts for Hospitality including related posts and stories.
• Operate office systems, including printers, telephone, voicemail, emails, reservation systems, etc.
• Other duties as assigned.

Event Planning & Coordination:

• Meet with clients to understand event vision and goals.
• Develop timelines and coordinate tasks including but not limited to staffing, scheduling and timelines, permits and compliance, logistics and supplies, payments and invoicing, etc.
• Process all deposits and payments accurately to the correct departments and send event details to the Operations Accountant.
• Oversee event setup including décor and equipment ensuring impeccable presentation.
• Manage clients' special requests.
• Coordinate event flow and troubleshoot on-site issues.
• Supervise event setup, execution, and breakdown.

E

vent Promotion

• Host, plan, and execute in-house winery events throughout the season
• Host, plan, and execute guest events throughout the season
• Promote events through marketing, website and social media.
• Gather post-event feedback and provide reports.

Skills and Qualifications:

• 2+ years’ experience in a previous event planning and/or administrative role.
• Strong verbal and written communication skills.
• Ability to work collaboratively in a team environment with a positive attitude.
• Comfortable multi-tasking and juggling multiple priorities.
• Effective time management and prioritization skills.
• Superior customer service and attention to detail skills.
• Proficiency across all MS Office programs particularly Excel.
• Familiarity with Touch Bistro, TOCK, Wine Direct, Canva, Meta.
• Proficiency with Google Workspace is preferred.
• Experience navigating inventory, guest booking and point-of-sale platforms.
• Must be able to lift 45 lbs.
• Available to work long and irregular hours during peak season, including evenings, weekends and holidays.
• Valid Class 5 drivers license for business travel to the Osoyoos warehouse location on occasion.
• Serving it Right & WHMIS certifications an asset
• Wine knowledge an asset
• Must be legally eligible to work in Canada.

Why Work for Us?

Join a team of dedicated individuals passionate about wine and committed to excellence in every aspect of our operations. We embrace innovation and creativity in everything we do, from winemaking techniques to customer experiences. Frind Winery values diversity and is an equal opportunity employer, encouraging individuals from all backgrounds to apply.

What We Offer

The pay range for this position is $50,000 to $60,000 per year . Placement within this range will be based on qualifications, experience, internal equity, and market alignment.

Apply Today!

Please submit your most recent resume and cover letter outlining your qualifications and interest in the position to careers@frindwinery.com

Don’t forget to include your location, phone number, and personal email so we can get in touch. We can’t wait to meet you!

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