Office Administrator

Job Description:

WHO IS WILSON DANIELS WHOLESALE?
Wilson Daniels Wholesale is a family-owned distributor in New York, New Jersey and Connecticut, representing the world’s preeminent wines since 2015. We offer a portfolio of terroir-focused wines that are singular expressions of each unique region and spotlight our producers’ traditions and heritage alongside their distinctive wines. Headquartered in New York City, the company’s offices and in-house tasting room boast views of the Empire State Building in Manhattan’s historic, architecturally rich Flatiron District.

COME WORK WITH US
At Wilson Daniels, we’re leaders and educators in luxury wine. Working together to set the highest standards for quality, integrity and excellence, our passionate team of professionals is wholly immersed in every aspect of the fine wine world. We value family, heritage, and wines of distinction. Come and join the world-class Wilson Daniels Portfolio!

We celebrate diversity and are committed to creating an inclusive environment for all employees. All employment is decided on the basis of qualifications, merit, and business need.

ABOUT THE JOB
The Office Administrator provides a wide range of support in numerous areas in our business with a heavy focus on Sales Service and Office Admin responsibilities. This position requires strong attention to detail, the ability to identify and resolve problems in a timely manner, and the ability gather and analyze information skillfully. This role is crucial to our daily operations as it is cross-departmental and will engage not only with all members of our organization but also external visitors and customers calling into the office.

ESSENTIAL FUNCTIONS/THE DAY-TO-DAY
Office Admin:
Greet visitors to the office and receive them warmly and professionally.
Organize courier inbound and outbound shipments by securely packaging, creating labels, shipping, and tracking to end destination. Communication with shipping and receiving parties is critical.
Ensure shipping efforts are cost effective and budget friendly.
Distribute incoming mail.
Order office and kitchen supplies, ensuring all areas are well stocked.
Coordinate appointments and schedules with outside vendors, such as cleaning crew and HVAC teams.
Input expense reports and organize travel for senior management staff
Assist with set-up and break down for office events, tastings, meetings, etc. including A/V
Sales Service:
Enter wholesale and sample orders
Provide support to internal sales team and external customers via email and telephone
Liaise with third party warehouses to ensure delivery expectations are met
Manage returns and refusals from customers and issue credits
Run various reports for sales and management teams upon request
Create and distribute sales materials upon request, such as shelf talkers and sell sheets
*This is not intended to be a comprehensive list of the duties and responsibilities of the position and that the duties and responsibilities may change without notice.

AM I THE RIGHT FIT?
Not everyone can be an Office Administrator. To be seriously considered for the role here is what you’ll bring:
Education & Experience:
Four-year college degree (or equivalent in experience)
Wine and Spirits industry experience a plus
2 years' experience in office setting preferred
Skills:
Must be proficient in all Microsoft Office programs, strong Excel skills a major plus
Ability to multi-task and prioritize in a fast-paced environment
Solid judgment skills and ability to work independently
Organized and excellent follow-through a must; detail-oriented and deadline driven
Proactive, self-motivated, takes initiative and ability to work with little supervision
Team player with a positive attitude; flexible to adapt to changing needs/priorities

Physical requirements:
Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards.
Lifting and carrying: this role may involve lifting and carrying product samples, promotional materials, or demonstration equipment up to 50 lbs.
*The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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