Order Operations Specialist

Job Description:

Order Operations Specialist
Position Summary

An established fine wine importer and distributor is seeking an experienced and detail-oriented Order Operations Specialist to manage day-to-day order processing across multiple regional markets.

Order Operations is a distinct function within the company’s broader Operations structure, working closely with Sales, Customer Service, Inventory Control, Purchasing, Logistics, Accounting, and third-party warehouse and delivery partners.

This position is responsible for ensuring that orders are entered accurately, reviewed carefully, and carried through fulfillment. The Order Operations Specialist will identify and resolve inventory, pricing, shipping, and delivery issues while helping establish consistent procedures and dependable coverage across regional markets.

This is an operations and customer-service role, not a sales position. The ideal candidate enjoys detailed work, takes ownership of problems, communicates clearly, and can keep a complex order-management process moving in a fast-paced environment.

Essential Responsibilities
Manage daily order entry, processing, and order desk coverage across assigned regional markets.
Review orders for accuracy, inventory availability, pricing, terms, allocations, shipping requirements, and delivery instructions before release.
Coordinate with Sales, customers, Accounting, and warehouse and delivery partners to ensure orders are fulfilled accurately and on schedule.
Monitor open orders, identify potential delays or fulfillment issues, and communicate proactively with the appropriate parties.
Process order changes, allocations, transfers, credits, returns, samples, and other order-related transactions.
Investigate and resolve inventory, pricing, shipment, delivery, and customer-account discrepancies.
Maintain accurate customer, item, order, pricing, and inventory information in the company’s order-management and reporting systems.
Assist with customer and item setup, operational reporting, documentation, and other administrative functions supporting order fulfillment.
Maintain organized records and clear documentation of order changes, discrepancies, and resolutions.
Help develop and standardize order-processing procedures across regional markets.
Provide cross-coverage for other order-processing responsibilities during absences and periods of elevated activity.
Work collaboratively with other Operations functions to ensure information moves accurately and efficiently from order entry through final delivery.
Take ownership of routine problem-solving while recognizing when an issue requires escalation.
Perform other related operational duties as business needs evolve.
Qualifications
Three or more years of relevant experience in order management, customer service, operations, logistics, wholesale distribution, or a related field.
Experience with wine, beverage alcohol, wholesale distribution, or another inventory-driven business is strongly preferred.
Demonstrated ability to process a high volume of detailed transactions accurately and efficiently.
Strong organizational skills and the ability to manage competing priorities and deadlines.
Excellent attention to detail, particularly when working with item codes, pricing, inventory, shipping instructions, and customer requirements.
Strong analytical and problem-solving skills, including the ability to investigate discrepancies and carry issues through resolution.
Sound judgment regarding when to resolve an issue independently and when to escalate it.
Clear and professional written and verbal communication skills.
Experience using order-management, inventory-management, CRM, or reporting systems.
Proficiency with Microsoft Excel or Google Sheets.
Ability to work effectively with colleagues across departments and with outside warehouse, logistics, and delivery partners.
Dependable, adaptable, and comfortable working in an environment where priorities may change.
What Success Looks Like

The successful candidate will help the company’s regional order activity operate as one consistent and dependable function. Orders will be processed accurately, potential problems will be identified early, and Sales, customers, Accounting, and warehouse partners will receive timely and reliable information.

Over time, this person will become a trusted operational resource who strengthens cross-coverage, improves procedures, and helps ensure continuity throughout the order-management process.

Location and Work Arrangement

This is a full-time, hybrid position. The company’s main office is located in the San Francisco Bay Area. Fully remote candidates may be considered based on experience, qualifications, and ability to support the required business hours.

Compensation and Benefits

The anticipated base salary range for this position is $72,000–$82,000 annually. Final compensation will be determined based on relevant experience, qualifications, location, and internal equity.

The company offers a benefits package that includes healthcare coverage, paid time off, paid holidays, and a 401(k) retirement plan.

How to Apply

Please submit a résumé and a brief cover letter describing your relevant experience in order management, customer service, logistics, distribution, or wine operations.

Candidates who combine strong operational skills with an interest in fine wine and a commitment to accurate, responsive service are encouraged to apply.

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