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Wine Club Manager/ Office Manager 2042 Burrland Lane, The Plains, VA 20198 $45,000 - $63,400 a year - Full-time Apply with

Indeed Job Overview Wine Club Manager/Office Manager Duties, Responsibilities & Performance Expectations Schedule:

40

Hours Per Week Primary Workdays:

Friday, Saturday & Sunday, Monday & Tuesday Department:

Wine Club, Hospitality & Sales Position Overview The Wine Club Manager is responsible for growing, maintaining, and strengthening Boxwood Estate Winery's Wine Club through exceptional customer service, proactive member engagement, effective sales strategies, and memorable member experiences. This position is both sales-driven and relationship-focused, with an emphasis on being present on the tasting room floor, recruiting new members, building loyalty among existing members, and ensuring that Wine Club benefits are actively promoted and utilized. The Wine Club Manager is expected to take ownership of the Wine Club's daily operations, member communications, seasonal allocations, and membership growth while maintaining Boxwood's standards of hospitality and professionalism. 1. Work Schedule & Floor Presence 40 hours per week, with a minimum of 17 hours dedicated to direct customer and member interaction. The primary on the floor work schedule will be Friday, Saturday, and Sunday, when customer traffic and membership recruitment opportunities are greatest. A minimum of 17 hours each week must be spent on the tasting room floor, actively serving customers, promoting Wine Club membership, and engaging with existing members. Floor responsibilities include serving wine, educating guests about Boxwood wines, explaining membership benefits, recruiting new members, and developing relationships with current members. The remaining three hours are designated for administrative duties, member communications, planning, and Wine Club coordination. If the Wine Club Manager is unable to work their regularly scheduled weekend hours, those hours must be substituted during weekdays, with advance approval from management. Weekend availability and consistent floor presence are essential expectations of this position. The Wine Club Manager must be an active participant in daily hospitality and sales, not simply an administrative presence. 2. Wine Club Membership Recruitment & Sales Growing the Wine Club is a primary responsibility of this position. Actively introduce Wine Club membership to guests visiting Boxwood Estate Winery. Clearly communicate membership levels, benefits, allocations, savings, and exclusive experiences. Identify opportunities to convert first-time visitors and returning customers into Wine Club members. Work alongside tasting room staff to encourage membership conversations and referrals. Lead by example through professional wine service, product knowledge, and effective sales techniques. Promote membership upgrades and additional wine purchases to existing members. Track new memberships, cancellations, upgrades, and overall membership activity. Monthly reporting Develop strategies to increase membership enrollment, retention, and Wine Club revenue. Quarterly meeting 3. Monthly Wine Club Member Communications The Wine Club Manager is responsible for ensuring consistent, professional, and engaging monthly communications with members and staff. Each month, communication must include:

Allocation Pickup Reminders:

Invite members to visit the winery to collect their allocations, with personalized follow-up for outstanding pickups. Complimentary Wine of the

Month:

Highlight and promote the featured complimentary wine and encourage members to visit and enjoy this benefit.

Birthday Specials:

Recognize members celebrating birthdays and communicate their available birthday benefits or special offers.

Upcoming Winery Events:

Promote upcoming events, exclusive experiences, tastings, and opportunities for members to visit Boxwood.

Membership Benefits:

Remind members of the value of their membership, including available privileges, special offers, and opportunities to purchase additional wines. Communications should be welcoming, personal, informative, and designed to encourage winery visits, wine purchases, and long-term member loyalty. 4. Cellar Club Member Engagement & Retention Cellar Club members require an elevated level of personalized attention and service. Every Cellar Club member must receive an individual check-in each month.

Responsibilities include:

Personally contacting each Cellar Club member by phone, email, or other appropriate direct communication. Building and maintaining strong relationships with these valued members. Encouraging members to visit the winery and take advantage of their membership privileges. Reviewing benefit usage and reminding members of any available or unused benefits. Identifying opportunities for additional wine purchases, upgrades, and exclusive experiences. Promoting upcoming events and special opportunities relevant to their interests. Following up on questions, requests, or concerns promptly and professionally. Maintaining a record of monthly outreach, member feedback, purchase opportunities, and follow-up needs. The objective is to ensure that Cellar Club members feel recognized, appreciated, and personally connected to Boxwood Estate Winery. 5. Seasonal Wine Allocations & Member Events The Wine Club Manager is responsible for the complete planning, promotion, preparation, and execution of Boxwood's three annual Wine Club allocation events.

Allocation Seasons:

Winter Allocation Spring Allocation Fall Allocation Responsibilities include: Event Planning & Development Create and develop the overall concept and experience for each allocation event. Establish event schedules, activities, wine selections, and member experiencesin coordination with management. Coordinate staffing, service requirements, event setup, and logistics. Ensure each event reflects Boxwood's premium wine and hospitality standards. Marketing & Promotion Create all promotional materials and communications for each allocation event. Develop invitations, event descriptions, email campaigns, and member reminders. Promote attendance and encourage members to bring eligible guests when appropriate. Coordinate event registration and track anticipated attendance. Follow up with members who have not responded or collected their allocations. Event Preparation Coordinate allocation wine inventory and pickup readiness. Prepare member allocation lists, pickup records, signage, and necessary event materials. Organize wine displays, tasting stations, and hospitality requirements. Coordinate food offerings, vendors, and other event details as needed. Ensure all preparation is completed in advance of each event. Event Leadership & Execution Serve as the primary point of contact and event leader. Welcome members and ensure an exceptional guest experience. Oversee allocation distribution and accurate pickup records. Actively promote additional wine purchases, membership upgrades, and upcoming events. Coordinate staff responsibilities and resolve operational issues. Conduct post-event follow-up, including outreach to members who did not attend. The Wine Club Manager is expected to take full ownership of these events from initial planning through final execution and follow-up. 6. Wine Club Administration & Organization Within the designated administrative hours, the Wine Club Manager is responsible for maintaining organized, accurate, and current membership information.

Responsibilities include:

Maintaining up-to-date membership records and contact information. Tracking allocation pickups and outstanding orders. Monitoring membership enrollments, cancellations, and upgrades. Recording Cellar Club outreach and benefit usage. Preparing monthly member communications and promotional materials. Coordinating with management regarding inventory, events, and membership needs. Maintaining a calendar of Wine Club communications, allocations, events, and promotional deadlines. Communicating any member concerns, operational challenges, or sales opportunities to management. Administrative duties must be managed efficiently so that the required 17 hours of weekly customer-facing service remain a priority. Seasonal event preparation and other exceptional workload needs should be planned in advance with management. 7 . Performance Expectations & Accountability Success in this position will be measured by consistent performance in the following areas: Floor Presence & Hospitality Fulfillment of the required 17 weekly customer-facing hours. Active participation in wine service, guest engagement, and membership recruitment. Consistent professionalism and exceptional customer service. Membership Growth New Wine Club enrollments. Membership upgrades and additional wine sales. Progress toward membership growth goals established by management. Membership Retention Consistent communication with existing members. Completion of monthly outreach to all Cellar Club members. Increased member visits, benefit utilization, and engagement. Proactive efforts to reduce membership cancellations. Communication & Organization Timely completion of all monthly member communications. Accurate membership records and allocation tracking. Professional and consistent follow-up. Seasonal Allocation Events Successful planning and execution of all three annual allocation events. Timely completion of promotional materials and event preparation. Strong member participation, positive feedback, and additional sales opportunities. 8. Overall Position Expectations The Wine Club Manager is expected to demonstrate initiative, accountability, strong organizational skills, and a genuine commitment to Boxwood Estate Winery and its members. This position requires someone who is equally comfortable providing hands-on hospitality, selling wine, building customer relationships, and managing the behind-the- scenes details necessary for a successful Wine Club. The three primary priorities of this position are: 1. Grow the Wine Club through consistent, active recruitment and sales on the tasting room floor. 2. Retain and engage existing members through personalized communication, exceptional service, and promotion of membership benefits. 3. Deliver successful seasonal allocation experiences that strengthen member loyalty, increase winery visits, and generate additional wine sales. The expectation is that the Wine Club Manager will take an active, visible, and accountable leadership role in making the Boxwood Estate Winery Wine Club a growing and valuable part of the winery's business. Qualifications Previous club management Wine knowledge Experience in office management, administration, clerical work, customer service, and client communication; medical office management experience is also relevant. Supervising, team management, vendor management, event planning, schedule management, and calendar management experience are valuable. Strong communication and organizational skills, technical proficiency, and experience handling confidential information. Familiarity with QuickBooks, Microsoft Office, spreadsheets, financial software, and multi-line phone systems is an asset.

Pay:

$45,000.00 - $63,400.00 per year

Benefits:

Dental insurance Employee discount Health insurance Life insurance

Education:

Bachelor's (Required)

Experience:

Hospitality management: 1 year (Required) Ability to

Commute:

The Plains, VA 20198 (Preferred)

Work Location:

In person