This is a non-exempt, hourly position. The Purchasing and Production Coordinator is responsible for the research, quality assurance, and purchasing of all packaging materials for wine good, winery supplies for general cellar operations, supplies; limited budget work for general vineyard operations; for the administration of bottling and repackaging schedules with custom bottlers and co-packers. Additionally responsible for all vineyard departmental record keeping and government filings and maintenance of all licenses and permits.
Reasonable Accommodations Statement: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Essential Duties and Responsibilities:
1. Purchasing/ Packaging Duties (60%):
• Obtain final designs of materials from the Art Department
• Obtain multiple quotes from multiple vendors. (Winemaking, Bottling, Vineyard Departments)
• Select vendor based on quality and price (approval by supervisor)
• Create timelines for packaging items with soft and hard deadlines that need to be made
• Alert supervisor of foreseeable issues with timing of packaging deliveries
• Manage production of item, track delivery
• Perform QC of packaging items (Except for QC of the corks.) Report any issues to supervisor
• Work with supervisor and vendor to resolve any packaging issues.
• Create purchase orders for all items to be signed by supervisor.
• Place empty bottles onto bottling line, inspect labels and foils, supply bottling truck with bottling supplies.
• Create yearly bottling budget
• Administer yearly bottling schedule and co-packing schedule
• Manage POS inventory (glass, boxes, corks, labels, foils etc)
• Export sales support, preparation, and shipping as needed
• Supply technical sheets as needed and organize tech sheet folder on the server
• Facilitate and negotiate bulk wines sales (approval by supervisor)
• File COLA’s for all wines with TTB
• Accurate and timely packaging of products based upon guidelines outlined in product workbooks. Develop and maintain product workbooks. Products must be completed and ready for sale by due date. This includes bottles of all sizes.
• Accurate and timely coordination with fulfillment center and wine club management for upcoming shipments
• Maintain and distribute Weekly status updates on packaging progress to winemaker and CFO
• Maintain and distribute monthly packaging cost per sku workbook, detailing status of all purchases of packaging components such as bottles, labels, etc. (to winemaker and CFO)
• Coordination and communication of barrel purchases including, pricing, sourcing, receiving and assembling paperwork between vendor, production and accounting.
2. Administrative/ Compliance Duties (30%):
• Maintain lot identification for all purchased materials used in winemaking for Bio-Terrorism Act with “return to source” accuracy
• Participate in creation of Vineyard and Winemaking budget
• Manage bottled wine inventory for cased goods in ‘Tax Paid’ and ‘In Bond’ cellars
• Manage and maintain Winemaker’s Database for wine inventories
• File monthly 702 bulk wine inventory reports to TTB
• Inventory all Vineyard supplies at year end
• Create purchase orders for other members of the department
• Maintain yearly CCOF binder and assist with annual CCOF inspection
• Maintain PUR binder, Spray Work Order binder, and records of cover crop and fertilizer purchases
• Maintain payables to thirty days
• Coordinate all shipment schedules.
• Create Bills of Lading for shipments of cased goods and bulk wine, with support from production staff
• Coordinate special family wine requests
• File and maintain all purchase orders and invoices, compare prices on each, reconcile differences
• Take samples for water analysis
• File annual Storm-water and Wastewater Reports
• Assist Winemaker and Vineyard Manager as needed
• Accurate and timely establishment and maintenance of products in ShipCompliant software
3. Safety Support (8%)
• Respect all safety policies and procedures, ensure correct operating status of safety equipment
• Research and purchase safety equipment as needed
• Assist in inventory and maintenance of SDS binders for lab, cleaning supplies, office supplies, and cellar
• Assist production department safety manager with training as needed
4. Equipment Operations (2%)
• Operating equipment after proper safety training to include:
• Flat bed two ton truck
• Pick -up truck
• Hand truck
• Pallet jack
Education/Experience: BS or BA in Business Management or equivalent experience plus 3 – 5 years of prior experience.
Knowledge, Skills & Abilities:
• Adaptability – Ability to adapt to change in the workplace.
• Communication, Oral - Ability to communicate effectively with others using the spoken word.
• Communication, Written - Ability to communicate in writing clearly and concisely.
• Detail Oriented - Ability to pay attention to the minute details of a project or task.
• Goal Oriented – Ability to focus on a goal and obtain a pre-determined result.
• Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace.
• Organized – Possessing the trait of being organized or following a systematic method of performing a task.
• Problem Solving - Ability to find a solution for or to deal proactively with work-related problems.
• Reliability - The trait of being dependable and trustworthy.
• Tactful – Ability to show consideration for and maintain good relations with others.
Other Physical Requirements
Vision (Near, Distance)
Sense of Sound, Smell, Taste & Touch
Ability to wear Personal Protective Equipment (PPE) (safety glasses, respirator, safety fall harness, noise protection)
Lift 36 pounds