Administrative Coordinator

We are seeking a highly organized, proactive, and versatile Administrative Coordinator to support our Wine Sourcing, Human Resources, CEO and oversee the smooth operation of our office. This dynamic role combines executive-level administrative responsibilities with office management and employee engagement initiatives, ensuring efficiency and fostering a vibrant workplace culture.. Key Responsibilities: Wine Team Support: Incoming Sample Management - processing required paperwork, tracking samples, opening boxes, clearing debris, logging in the wines and notifying suppliers of receipt & any discrepancies. Outgoing Sample Management - labelling, packing, shipping, tracking submissions, & status communications Assist with airline and cruise line RFP’s- follow up with suppliers, save documents and assist with presentations Alcoholic Beverage Inventory Management Trade Shows: scheduling and coordinating industry trade shows with suppliers and portfolio managers ie. Wine Paris, Prowein HR and Employee Engagement: Partner with HR to design and execute creative employee engagement initiatives, including team-building activities, cultural programs, and recognition efforts. Assist in planning company events, celebrations, and monthly activities that embody our core values. Administrative: Troubleshoot administrative challenges and proactively offer solutions. Manage incoming and outgoing mail and deliveries. Assist with special projects and ad hoc requests from leadership. Executive Team Support: Manage the CEO’s calendar, scheduling meetings, and ensuring all commitments are met. Coordinate detailed travel arrangements for CEO, including flights, and accommodations Process and reconcile CEO expense reports promptly and accurately. Prepare presentations with precision and professionalism. Office Management: Oversee day-to-day office operations, ensuring a clean, organized, and efficient workspace. Manage office supplies, vendor relationships, and equipment maintenance. Serve as the primary contact for building management and service providers. Coordinate meeting room bookings and assist with preparation for onsite meetings and events. Work with HR to develop and implement office policies and procedures to optimize efficiency. *Other duties and projects as assigned Qualifications: Experience: 1-2+ years in an Office Manager or Human Resource Administrative function. Experience in HR or employee engagement is a strong plus. Skills: Outstanding organizational and multitasking abilities. Strong problem-solving skills and attention to detail. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Familiarity with travel booking systems and expense reporting tools. Excellent communication and interpersonal skills. Ability to handle confidential information with integrity and discretion. #J-18808-Ljbffr