Office Assistant (Wine Jobs: Management & Administration)

Full Time

  Lot18 (

  Napa, California


The Logistics Office Assistant will report to the Opertions Manager and will assist in overseeing the acquisition, distribution, allocation and delivery of products(s). This position analyzes and coordinates the logistical functions related to the assigned product(s) within the organization.

Napa Office Assistant Tasks:
- PO Management: receive POs, enter POs in Salesforce, process POs with warehouses and confirm pick-up schedule with warehouse and distributors

- Create purchase orders for shipping direct to restaurants; create PO, shipping labels, and schedule transportation

- Assist in program launches. Set-up products with distributors; enter products in distributor portals and fill out product / vendor set-up forms

- Monitor distributor pick-ups: follow up with warehouses and distributors to confirm pick-ups have occured

- Assist in managing distributor inventory and confirming distributor on hand / on order quantities per program. Constant outreach and follow up with distributors to confirm on hand inventory and when intransit POs will be received

- Manage internal warehouse inventory for ongoing programs. Update spreadsheets to track allocations per program and communicate with team inventory levels per program

- Client & Sales sample requests: process and coordinate samples requested by clients & sales to ensure samples are shipped and arrive by requested date.

International samples:

  • Manage colas and cola waivers for all imported samples
  • Ship samples to international clients; create commercial invoice, BOL and shipping labels and track packages to ensure delivery    

- Assist in arranging transportation from wineries to bi-costal warehouse. Coordinate
transportation, create BOLs and communicate pick-up / delivery schedule with wineries
and warehouses.

- SalesForce Management - own the life cycle of a sample to a TSI and manage all
aspects required in SF.

- Ocean Transportation for bulk and bottled goods - manage all aspects of ocean transportation and vendor relationships to ensure safe delivery to our designated warehouses and bottling facilities based on client / production deadlines. Request transportation quotes, facilitate customs clearance, and taxes and oversee delivery to final destination.

1. Problem Solving/Analysis.
2. Project Management.
3. Communication Proficiency.
4. Technical Capacity.
5. Strategic Thinking.
6. Excellent organizational skills
7. Strong leadership skills
8. Compliance knowledge is a huge plus

Work Environment
This job operates in a professional office environment. This role routinely uses
standard office equipment.

Physical Demands
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. While performing the duties of this job, the employee is regularly required to talkor hear. The employee frequently is required to stand; walk; use hands to finger,
handle or feel; and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.  

Position Type/Expected Hours of Work
Some flexibility in hours is allowed, but the employee must be available during the & work hours of 8:00 a.m. to 5:00 p.m. and must work 37.5 hours each week to maintain full-time status. Occasional evening and weekend work may be required as job duties demand.

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