Partner Relations Associate

Description The primary responsibility of the Partner Relations Associate is to provide comprehensive administrative and customer service support to the Partner Relations team and our partners/investors. This role demands exceptional attention to detail, extensive data entry accuracy, and diligent database management to ensure that investor information is current and that partners receive timely and accurate support. Administration • Maintain accurate and up-to-date partner contact records within company databases, including contact details, billing information, and all investment-related data required for partner communications and releases. • Coordinate communications regarding address and ACH updates with all relevant departments and proactively follow up with partners to confirm changes. • Manage the process of ordering, receiving, and distributing business cards, ensuring all necessary information is collected and handled efficiently. • Perform spreadsheet reconciliation and data cleanup as needed to ensure data integrity. Wine Allocation Management • Oversee batch shipping fees related to partner wine allocation distributions. • Generate detailed wine allocation reports for partners receiving wine, capturing billing states and SKU information for each club level to assist with accurate COGS calculation for K-1 reporting. • Provide totals on clubs, bottles, and cases by club level to facilitate warehouse ordering and packing. • Reconcile wine allocation reports against actual orders uploaded to Ship Compliant; identify and resolve discrepancies with shipping, warehouse, and accounting teams. • Prepare and upload Sample Reports into Ship Compliant, including creation of order numbers and tags, separated by club level. • Address and resolve compliance issues post-upload, coordinating with partners for missing shipping information, birthdates, and other regulatory requirements. Customer Service & Sales • Process partner orders promptly and accurately. • Organize holiday sales initiatives, including creation/upload of Ship Compliant spreadsheets, partner outreach, and development of custom gift sets. • Produce marketing email copy and manage wine sales campaigns via email. • Coordinate corked bottle replacements and manage all related promotional documentation. • Handle shipping inquiries, including rerouting or recalling shipments as necessary, while monitoring and ensuring timely delivery of time-sensitive orders. • Prepare and distribute reports related to wine credits; communicate with partners per club level. • Accurately enter Wine Credit orders in POS and Ship Compliant systems, maintaining detailed logs of SKUs, order dates, and numbers. Wine Club, Winery Events & Member Experiences • Support event planning and execution by assisting with theme and agenda development, collecting reservations, coordinating setup and registration, hosting, and driving sales at winery events and member experiences. Other Duties • Perform additional responsibilities as assigned by management. Qualifications • Highly motivated, exceptionally organized, and detail-oriented with an ability to thrive in a fast-paced environment and meet tight deadlines. • Excellent verbal and written communication skills, with strong interpersonal aptitude. • Expert customer service skills with experience managing customer interactions via phone, email, and in-person in a timely and professional manner. • Dependable team player and autonomous worker capable of managing projects independently while maintaining a sense of urgency. • Prior sales or guest services experience within the wine industry or hospitality sector preferred. • Event planning / event management experience preferred. • Flexibility to work overtime and weekends when necessary. • Proficient in Microsoft Word, Excel, PowerPoint, and Outlook at an intermediate level. • Experience with database management and CRM systems is required; familiarity with Salesforce CRM as well as Shopify, Magento, or Commerce7 ecommerce platforms is highly advantageous. • Commitment to performing duties in compliance with HALL Wines policies and standards. • Stakeholder Engagement: proven track record of cultivating and managing a deep relationship with key accounts, acting as a trusted advisor and primary point of contact. • Possess an Associate degree or equivalent (Bachelor’s degree preferred). • Physically able to lift and carry up to 50 pounds as required. Compensation & Benefits: • Hourly rate dependent on experience with sales commission • Among others, benefits include Health Insurance (Medical, Dental and Vision), paid vacation, paid volunteer work, 401K, and discounts on wines. About HALL Family Wines: • HALL Family Wines is a family-owned winery known for crafting world-class wines from premier vineyards in California, Oregon, and Champagne, France. Founded by Craig and Kathryn Hall 30 years ago, the portfolio includes HALL, WALT, BACA, and Michel Foch, producing acclaimed Cabernet Sauvignon, Pinot Noir, Zinfandel, Champagne, and other varietals. The winery features six tasting rooms across Napa Valley, Sonoma, Palm Springs, and Healdsburg, offering immersive winetasting experiences. Winemaking is led by Megan Gunderson, with a focus on expressing each vineyard’s unique terroir. HALL Family Wines farms twelve estate vineyards across California’s most celebrated winegrowing region. All estate vineyards are certified sustainable, with select sites organically certified. Sustainability milestones include LEED® Gold Certification for HALL St. Helena in 2009 and its gravity-flow winemaking facility in 2014, plus rooftop solar panels that offset over nine hundred metric tons of CO₂ annually. • At HALL Family Wines, we strive to do the right thing, to follow responsible business practices and to give back to our communities. We believe in the philosophy of leaving the world better than we found it, a philosophy we have been putting into action for 50 years, both in business and through our family Foundation, established in 1977. • HALL Wines is an equal opportunity employer and considers qualified applicants without regard to gender, sexual orientation, gender identity, race, religion, veteran or disability status. If values and community responsibility are important factors for you in choosing a place to work, if you enjoy working in an environment that prizes creativity, and if you hold yourself to a high standard of excellence in your job performance, this position may be a good fit for you. Local candidates only, please.