Operations Coordinator / Administrative Assistant

Job Description:

Vintage '59 Imports, a dynamic, growing wine importer and distributor, is seeking an experienced person with excellent organizational skills to tackle an array of day-to-day operations and administrative responsibilities. This is a vital support role for a team of 16 people and will require a positive, energetic attitude about teamwork and problem-solving. Specific responsibilities include:

CA Order Desk – Manage systems to accurately process, track, and invoice daily V59 Wines sales for a team of field sales representatives.

National FOB Order Desk - Manage systems to accurately process and track national distributor orders for California inventory.

Inventory Management – Manage V59 systems to track all California warehouse inventory from the time it is ordered until it departs.

Receivables / Payables Management - Receive, enter in Quickbooks, and deposit payments for V59 Wines. Collaborate on bi-weekly collections notices. Collaborate with DC office to process bills and handle payments to suppliers.

Warehouse and Delivery Systems Integration – Assure efficient integration of V59 internal order and inventory management systems with third-party warehouse and fulfillment processes. Act as primary point of contact and problem-solver for California deliveries and returns.

Purchase Orders / Inbound Shipping Coordination - Generate purchase orders for European suppliers. Track their timely consolidation, shipping, and receiving via third-party international shipping and logistics providers.

Sales Support - Collaborate with V59 sales force and customers to make sure they have the information they need to maximize sales, including account data, purchasing history, and product availability. Manage sample requests. Learn everything that you can about our products and their sale. Participate in trade tastings and/or supplier visits as needed. Participate in monthly V59 Wines sales meetings. Manage holds for sales reps in Quickbooks and update weekly.

Clerical – Answer phones, file, and keep office impeccably organized.

General – Treat every customer, supplier, and co-worker like they were a valued friend. We are the good guys.

Candidate must have exceptional organizational skills and be able to multi-task in a fast-paced environment. The ideal applicant will have experience with QuickBooks or similar bookkeeping software, and be very serious about details. A service-oriented attitude is an absolute must.

Warehouse, fulfillment, inventory management experience is strongly preferred. French and/or Italian language skills are a plus.

Work environment is office-based in Richmond and requires extensive virtual collaboration with outside sales reps and V59 national team. Guaranteed to offer new challenges daily. Flexible (family-friendly) work schedule may be possible.

Interested applicants should forward cover letter and resume. Please, no calls.

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