Job Description

WHO IS GALAXY WINE COMPANY?

At Galaxy Wine Company – Wilson Daniels, we are 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.

COME WORK WITH US

From brand marketing, sales, finance, and operations to dedicated in-house public relations, digital and creative services, our distinguished leadership team is driven by industry leaders around the country. We value family heritage, and wine of distinction.

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 will provide support in numerous areas of our business: customer service to our clients and sales reps; assistance in Accounts Payable and Accounts Receivable; support for our Sales department and general administrative office duties. This role will be crucial for our daily Operations as it will be cross-departmental and will engage not only with all members of our organization but also external visitors and customers calling into the office. This role is located in our Portland office and is in the office Monday - Friday.

ESSENTIAL FUNCTIONS/THE DAY-TO-DAY

• Manage phone calls coming into Customer Service Department
• Order Entry for orders and samples
• Customer Service support to internal Sales team and external customers
• Manage orders email inbox
• Working within ERP system, help to manage allocations of scarce products
• Work with Warehouse and Fleet to ensure top service provided to customer base
• Manage returns back from customers
• Resolve price discrepancies on orders
• Research and resolve issues at the request of the sales team, staff, customers, carriers, etc.
• Run various reports for sales and management teams upon request
• Answer Phone Calls on Main Line
• Greet visitors to the office and receive them warmly and professionally
• Assist with set-up prior to, and break down after, office events, tastings, meetings, etc.
• Support of General Office Management Responsibilities

*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:

• 2 years experience in office setting preferred
• Wine and Spirits Industry experience a plus

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.
• Lift up to 50 pounds.
• Walk, stand, climb, balance, reach with hands and arms, stoop, kneel, crouch or crawl on a daily basis.
• *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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