Winery Retail Administrative Assistant

The Winery Retail Administrative Assistant will provide a wide range of administrative support for the Winery Retail Operations Department, as well as Antler Hill Village Retail Outlets. Responsibilities will include, but not be limited to: serving as point of contact for the department for internal/external guests and vendors; handling written and verbal correspondence and other documents; logistics; managing calendars and other projects as assigned. Additional responsibilities may include assisting supervisors to gather information on employee questions on HR topics and general assistance to the department, leadership, and company as needed/required.

ESSENTIAL JOB DUTIES

1. Provide exceptional guest service on a consistent basis to both internal and external guests.

2. Answer incoming calls; directing to appropriate personnel or recording messages.

3. Assist with the completion of routine correspondence and sales reports.

4. Compose letters of correspondence for management and staff; answering guest service correspondence and initiating guest service recovery.

5. Continually stay updated on and informed of all Biltmore offerings, events, and hours of operations.

6. Sort and distribute incoming mail to appropriate personnel.

7. Maintain organization of general files, personnel files and historical data; both digital and hard copies.

8. Maintain office and events calendar for all bookable areas within the Winery. 9. Oversee maintenance and repair of office equipment.

10. Order and maintain office supplies and equipment.

11. Order, reorder, organize, and coordinate distribution of all uniforms for the Winery Team.

12. Act as a user in the Recruitment Gateway to help guide recruiting, hiring and on-boarding logistics.

13. Maintain knowledge of, continually update, and execute portions of the Winery Orientation Training.

14. Organize, record and distribute minutes for all departmental staff meeting, including the distribution of additional relevant information.

15. Works with the Biltmore Wine Company to maintain and post proper licenses, shipping information and permits for all areas of operations within the Winery.

ADDITIONAL RESPONSIBILITIES

1. General assistance and support for leadership, department, and company.

2. Greet and direct office visitors and delivery personnel.

3. Act as the general point of contact for all Winery Operations inquiries.

4. Distribute resources and communication to members of the Winery Retail Team.

5. Assist with opening responsibilities as needed.

6. The incumbent may have access to confidential correspondence and personnel records, so confidentiality to the Retail Operations Department is required.

QUALIFICATIONS

1. High school diploma required. Additional education, training, and/or certification(s) preferred.

2. Two (2) years of related administrative experience, preferably in a hospitality, retail, or other similar guest service environment. Equivalent combination of education/experience may be considered.

3. Demonstrated commitment to delivery of world class internal/external guest service.

4. Advanced proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.

5. Ability to quickly learn Biltmore’s systems, products, services, protocols and procedures.

6. Outstanding interpersonal and communication skills (verbal and written); conveys information clearly, concisely, and effectively to a wide variety of different audiences.

7. Communicates professionally and clearly over the phone and in person.

8. Excellent planning, organizational, and project/time management skills; superior attention to detail and a focus on quality; prioritizes work under deadlines. 9. Proactive, takes initiative, adapts and exercises good judgment; creatively problem solves and troubleshoots as needed; maintains confidentiality.

10. Builds positive working relationships at all levels; reflects company's core values.

PHYSICAL REQUIREMENTS

1. The incumbent will work in an office environment.

2. The incumbent will be required to lift up to 50 pounds occasionally.

3. The incumbent must be able to drive a car.

4. The incumbent must be able to climb stairs.