Inventory & Office Coordinator

Position Summary

Intervine's Inventory & Office Coordinator manages wine, beverage, and snack samples while ensuring smooth office operations. Receiving and shipping samples is core to our business, and this role owns the logistics of inbound and outbound shipments. Responsibilities include tracking, receiving, storing, and shipping samples, as well as submitting COLA waivers for wine and alcoholic beverage imports. Additional duties include restocking supplies, organizing common areas, coordinating vendor services, and supporting tradeshows. This position is ideal for someone detail-oriented, organized, and comfortable balancing physical tasks with administrative work in a fast-paced environment.

Responsibilities & Duties

Sample Management, Shipping & Logistics, and Regulatory Support (˜80%)ALL Receive, inspect, and store inbound samples (wine, waters, RTDs, snacks).
Track shipments and update Excel Samples Tracker with key details.
Audit received items for accuracy; notify teams and suppliers of status.
Organize sample storage areas; maintain packing/shipping materials inventory.
Pack and ship samples domestically and internationally; create labels and documentation.
Monitor shipments and resolve delivery issues; follow up with carriers.
Submit COLA waiver requests and applications for alcoholic beverage imports.
Audit carrier invoices and prepare documentation for supplier billbacks.

Office Administration and Cross-Functional Support (˜20%)
Maintain office supply inventory; restock as needed.
Coordinate packing/unpacking of tradeshow materials.
Keep common areas organized; receive and distribute mail/packages.
Serve as vendor point of contact; handle ad hoc tasks and special projects.
Collaborate with internal teams on sample needs and timelines.

Qualifications and Skills

Eligible to work in the U.S.; reside within commuting distance to South Napa.
100% in-office (remote Fridays possible if workload permits).
Prior inventory/shipping experience preferred; proficient in Excel, Word, Outlook.
Strong organizational skills, attention to detail, and data management experience.
Problem-solving ability; comfortable with fast-paced, deadline-driven work.
Good written and verbal communication skills; able to lift 40 lbs regularly.
College degree or equivalent experience required; reliable, professional, and friendly.

Why Join Us?

At Intervine, you're not just joining a company – you're becoming part of an employee-owned team that values collaboration, respect, and inclusivity. Here's what makes us stand out:
Comprehensive Benefits Package: Competitive salary, employer-paid medical and life insurance, paid holidays and time off, and a 401(k) plan.
Employee Ownership: Through our Employee Stock Ownership Plan (ESOP), every team member is an owner. Your contributions directly impact our shared success, fostering pride and accountability.
Award-Winning Culture: Recognized eight times as one of North Bay Business Journal's Best Places to Work and honored with the inaugural Diversity in Business Individual Award.
Commitment to Diversity & Inclusion: We prioritize equity in hiring, company events, and daily operations, creating a supportive and rewarding workplace for all.
Shared Vision of Success: Our ownership model cultivates collaboration and innovation, ensuring that we grow together as a team.
Join us and experience a workplace where integrity, teamwork, and shared success aren't just values – they're the foundation of everything we do.

About Intervine

Intervine is a successful global wine importer, wholesaler and management company, headquartered in Napa. We sell a variety of food and beverage products to airlines and cruise lines and have been leaders in this highly specialized field for over 30 years. As an employee-owned company, we are proud to have a very positive and unique company culture that is based on integrity, innovation and respect. You will have the opportunity to work with an energetic, talented, highly collaborative and forward-thinking group of professionals who love what they do and are good at it. If you are nimble, agile, and looking for your next adventure in personal and professional growth – this is the place for you!

Intervine is committed to fostering an inclusive and diverse workplace. We embrace equal employment opportunities for all individuals regardless of race, color, religion, sex, national origin, age, disability, sexual orientation, or gender identity.

Job category: General Administration and Other