Position Overview

The Guest Services + Event Manager is the primary point of contact for all guests, clients, and vendors at Greengate Ranch & Vineyard. This role oversees all guest communications from initial inquiry through post-stay follow-up, manages onsite client and vendor meetings, and leads event day execution for weddings, corporate events, and private gatherings. This person serves as the face of Greengate's hospitality experience and plays a key role in marketing, social media, and the ongoing growth of the venue as a premier destination.

Schedule & Structure

This is a full-time salaried position working Wednesday through Sunday. Weekly schedules may shift with flexibility to accommodate guest stays, event needs, and seasonal demands. The Guest Services + Event Manager has the ability to bring on a part-time intern for event day support as workload requires.

Guest Communication & Client Relations

• Serve as the primary point of contact for all guest and client communications throughout the planning process, from booking confirmation through post-event follow-up.

• Manage all inbound and outbound guest correspondence via email, phone, and other platforms in a timely and professional manner.

• Lead all onsite client meetings, including venue tours, planning sessions, and final walkthroughs, representing Greengate's standards and policies.

• Lead all onsite vendor meetings to align on logistics, venue policies, and event-specific requirements.

• Send pre-arrival emails to guests with welcome notes and to arrange check-in times.

• Build and maintain strong relationships with clients and vendors to support repeat bookings and positive referrals.

Event Management Responsibilities

• Attend final walk-throughs for weddings and events.

• Review each wedding guest file and notes to create an Event Brief PDF each week, distributed to the Greengate team every Monday with full weekend overview details.

• Communicate with the Greengate team regarding any landscaping, irrigation schedule modifications, or special needs for upcoming events.

• Ensure all vendor Certificates of Insurance (COIs) are on file and current, with both Greengate entities listed as additionally insured.

• Send Vendor Welcome emails one week before each event, or in response to the planner's final timeline, to all participating vendors.

• Aid in preparation of vacation homes the day prior to guest check-in, including preparing Bedroom Note Cards and stocking pool towels.

• Ensure guest restrooms are prepped and stocked prior to each event.

• Ensure the light tower is in place on the appropriate day.

• Manage all Greengate Ranch & Vineyard owned rentals (tables, chairs, etc.), including proper storage and ensuring all venue features are in working order.

• Facilitate vendor load-in and strike crews for all events to ensure venue policies are followed.

• Prior to each event, ensure all event lights are on, the prep kitchen is in order, and trash bags are readily available.

• Prior to and throughout each event, ensure no vehicles are parked on Green Gate Road.

• Restock event restrooms throughout event days.

• Take quality event photos after setup is complete and prior to guest arrival.

• Ensure the Vendor Close Down Checklist is completed and all personal belongings are removed from event spaces before excusing catering and planning teams at the end of strike.

• Put all Greengate equipment away at the end of each event, including placing golf carts in the garage and lowering the light tower.

• Manage intern scheduling and oversight as needed.

Marketing & Social Media

• Manage weekly social media posts across Greengate's platforms, maintaining a consistent brand voice and visual aesthetic.

• Write and publish monthly website blog posts.

• Identify and evaluate advertisement opportunities relevant to Greengate's target audience and growth goals.

• Monitor engagement metrics and adjust content strategy accordingly in collaboration with the Director of Operations.

• Assemble Wedding Offerings packets in preparation for venue tours.

• Assist the Director of Operations with special projects.

Accountability & Collaboration

Reports to and collaborates closely with the Director of Operations. Communicates regularly with the Grounds Manager, Facility Manager, and the cleaning crew. Expected to independently manage guest and event responsibilities on event days and across standard weekly hours, with flexibility to adjust schedule based on guest stays and event calendars.

Goals & Objectives

Contributes meaningfully to the experience of every guest who stays onsite or hosts an event at Greengate Ranch & Vineyard. Represents the venue's values and long-term vision in every interaction. Works as a valued team member in establishing Greengate as a premier destination for events, vacation rentals, and overall hospitality. Maintains a high standard of quality within a positive and collaborative work environment.

Compensation

Salary: $68,000 - $72,000 annually

Pay Schedule: Paid bi-monthly on the 5th and 20th of each month.

Bonus Eligibility: Annual bonus opportunity based on overall event and vacation rental performance, as well as individual work performance, at the discretion of ownership.

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