Fulfillment & Inventory Coordinator

Job Description:

POSITION SUMMARY
The Fulfillment & Inventory Coordinator is the Manager's closest partner on the ground, carrying our logistics standard into every order that leaves the property and every case that arrives on it. Ownership of overall processes, controls, vendor relationships, and reconciliations rests with the Manager; the Coordinator is focused on day-to-day execution and onsite support, so clients and colleagues have what they need before they think to ask for it.

The role is built around four accountabilities: coordinating DTC and trade fulfillment, serving as logistics partner to Hospitality, owning the accuracy of onsite inventory and its movement, and turning the daily work into reporting the Manager and Finance can act on. This is an onsite role — time is spent in the wine room and on the receiving dock at our Amity property as much as at a desk.

PRIMARY RESPONSIBILITIES
Fulfillment Coordination (DTC & Trade)
•  Perform temperature and carrier service checks, recommending order modifications as conditions require; review shipping notes and record multi-shipment requests.
•  Update fulfillment statuses in e-Commerce platforms and post tracking to the compliance platform once orders ship.
•  Build client contact lists by ship date for the Manager's seasonal offering communications via email and text.
•  Check delivery status daily across all brands and follow up with clients to secure delivery on the first attempt.
•  Generate international shipping forms and transportation quotes, submit requests to the fulfillment provider, and assist with trade order tracking.
•  Coordinate delivery of shipments to the Newberg Mailroom with completed paperwork.
•  Review shipping, freight, and fulfillment invoices against underlying activity and agreed rates, researching routine discrepancies, ensuring proper coding, and escalating material issues to the Manager.

Hospitality & Client Partnership
•  Serve as the single logistics point of contact for pickup orders end to end: log client, visit date, order numbers, and quantities to the Hospitality Monday board on reservation confirmation; add inventory to the weekly transfer; mark orders fulfilled across platforms after the visit.
•  Contact Hospitality clients regarding shipping updates by email and bulk text using scripts provided by the Manager.

Inventory Accuracy & Movement
•  Serve as the primary onsite resource for receiving, verifying quantities against documentation and recording in the applicable systems the same day.
•  Execute inventory transfers between the Amity property and fulfillment storage: confirm inventory is sequestered, update the internal transfer document, create movements in the fulfillment portal, and generate BOLs.
•  Cross-check received inventory against bills of lading, escalate discrepancies immediately, and upload new inventory into the appropriate systems.
•  Perform routine physical and cycle counts with first-level research, providing findings to the Manager for reconciliation.

Reporting & Projects
•  Audit orders across e-Commerce, compliance, fulfillment, and ERP systems so status, dates, and quantities stay consistent across platforms; present findings to the Manager.
•  Coordinate Grower Allocations and complete special projects as assigned, such as quarterly packaging inventory audits and tracking damaged product returns.

MEASURES OF SUCCESS
•  Pickup, transfer, and shipping logistics owned end to end, keeping the Hospitality team on the floor with our guests.
•  100% of pickup orders staged onsite before guest arrival.
•  Monthly onsite physical count within 1% accuracy.
•  Weekly and monthly transfers completed on schedule, quantities confirmed by all parties.
•  New inventory uploaded and BOL-verified within one business day, discrepancies reported same day.

QUALIFICATIONS
Required
•  2+ years in fulfillment, logistics, inventory, or a comparable operations or coordination role.
•  Exceptional attention to detail and the discipline to work accurately across several software platforms at once.
•  Excellent written communication and client service instinct, with the judgment to know what to handle and what to escalate.
•  Comfort with e-Commerce, compliance, fulfillment, and reservation platforms (Commerce7, ShipCompliant, Monday.com, Tock, or similar), Slack, and Excel.
•  Ability to prioritize competing deadlines and keep work moving without daily supervision.
•  Able to lift 40 pounds, stand and move for extended periods, and work a flexible schedule including occasional evenings and weekends during seasonal releases, with or without accommodation.
•  Must be 21+ and hold a valid driver's license and clean driving record.

Preferred
•  Wine industry or direct-to-consumer beverage alcohol experience.
•  Understanding of alcohol distribution and direct shipping regulations.
•  ERP or accounting systems knowledge; NetSuite a plus.
•  Forklift certification or the ability to obtain one.

WHAT WE OFFER
Competitive hourly compensation depending on experience; comprehensive medical, dental, and vision coverage plus employee assistance resources; 401k with employer match; generous paid time off; an elevated, design-forward environment across our estate properties; and a culture driven by a shared devotion to beauty, craftsmanship, and integrity.

The Company is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

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