Spottswoode Estate Vineyard & Winery is looking to hire a qualified individual who can promote the style and ideals of the Spottswoode wines through a positive and cheerful demeanor while possessing outstanding customer service skills. Collaboration and engagement are a crucial part of our company culture.

Job Title: Fulfillment Administrator (Full-time)

Description: The Fulfillment Administrator is primarily responsible for coordinating the fulfillment and shipment of direct and wholesale orders. This position requires excellent attention to detail, organization, communication, time management skills, and comfort with systems. This role must be able to adhere to tight deadlines and keep calm during seasonal surges in workflow.

Reporting to: Director of Sales Operations

Job Responsibilities:

Specifics include, but are not limited to:

Direct Sales Fulfillment (40%)
- Process and coordinate the shipment and fulfillment of all direct sales orders, ensuring timely shipments from warehouse and/or winery.
- Track and manage all direct shipments and returns, following up to ensure customer satisfaction.
- Assist and correspond with customers via email & phone, process orders, and prepare necessary files and/or paperwork to fulfill orders, packing orders if needed.
- Transfer accurate inventory between warehouses and winery in anticipation of direct sales needs.
- Stay up-to-date with direct shipping compliance and regulations
- Monitor weather to ensure safe shipment conditions.
- Coordinate and assist in the packing of gift shipments
- Update direct sales databases as needed – Cultivate and Salesforce.

Wholesale Fulfillment (40%)
- Works in close collaboration with the National Sales Manager and regional brokers and sales representatives to ensure seamless and timely wholesale P.O. processing, invoicing and fulfillment.
- Process wholesale orders (and transfer allocations between customers, as needed), upload files to warehouses by the daily deadlines and communicate with warehouse personnel as needed.
- Monitor daily ship advisements from warehouses
- Create invoices in QuickBooks, ideally by noon the following day.
- Send wholesale invoices (CA accounts, distributors and export)
- Create new account records, update database contact information, and add account/order notes as needed, being sure to avoid duplication in both Salesforce and QuickBooks.
- Transfer inventory between warehouses in anticipation of wholesale sales needs, being careful to ensure accuracy.
- Send trade samples
- Keep allocation spreadsheets and Salesforce allocations balanced at all times.

Inventory Management (10%)
- Reconcile inventory at all warehouse locations on a monthly basis and at year end.
- Troubleshoot inventory discrepancies.
- Complete and send new product code set up form to Wine Service Co-op and other warehouses when applicable prior to any new bottlings (e.g. twice yearly, or anytime new packaging or product SKUs are established)

Administrative and Sales Support (10%)
- Provide telephone back up to Hospitality Coordinator & Office Administrator
- Create, update and maintain complete and accurate customer database information
- Collaborate with the Director of Sales Operations to improve existing fulfillment processes.
- Maintain sales filing system, based on weekly and annual schedule
- Oversee winery cellar organization with support from Hospitality Coordinator & Office Administrator, Estate Host and Estate Manager
- Responsible for local deliveries and pickups, as needed (shared with Hospitality Coordinator & Office Administrator)
- Welcome unscheduled winery visitors warmly, as needed, collecting contact information when possible

Other Responsibilities: (<1%)
- Participate in annual Garden Party and other onsite events as required
- Participate in Marketing and Strategic meetings, as scheduled.
- Participate in Spottswoode’s annual Vertical Tasting and monthly staff tastings
- Participate in other relevant winery-related events, which may fall outside of normal business hours

Candidate must possess strong computer skills, comfort with the Microsoft Office suite (especially Excel), and have CRM/database experience (Salesforce, Cultivate, and Ship Compliant experience preferred). This position requires an individual with strong interpersonal skills and high level of organizational capability to ensure that priorities are met within given timelines and with complete accuracy. Critical thinking, problem solving, teamwork and collaboration, professionalism, strong work ethic and oral and written communications skills are crucial in this role. Must be able to lift up to 40 pounds.

Work schedule is Monday through Friday, 9am - 5pm. Salary depends on level of experience. Highly competitive benefits include fully funded Medical insurance and HSA plans, Retirement plan, generous vacation policy, paid holidays, standard sick leave, annual wine allotment and lunch provided (daily).

Spottswoode is an equal opportunity employer and makes employment decisions based on merit. We comply with all applicable laws prohibiting employment discrimination which include, but are not limited to: age, race, color, creed, religion (including religious dress and grooming), national origin or ancestry, legally protected medical conditions or information, marital status, physical or mental disability, sexual orientation, gender, gender identity, citizenship, genetic information, family care status, military caregiver status, veteran status, domestic partner status or any other basis protected by federal, state or local law.

Job Type: Full-time

Pay: $62,000.00 - $78,000.00 per year

Benefits:

• Employee discount
• Health insurance
• Health savings account
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan

Schedule:

• Monday to Friday

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• Saint Helena, CA 94574: Reliably commute or planning to relocate before starting work (Required)

Shift availability:

• Day Shift (Preferred)

Work Location: In person

Please Note :
clarksqn.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, clarksqn.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.