Position Summary: Become part of a really fun team, build your resume, and make a difference at our dynamic company! The Wine Club + Office Coordinator position requires the drive and desire to lead and maintain our standards for the highest quality of service at Bella Vineyards. Primary responsibilities include leading wine club processing and providing outstanding customer service while overseeing our office space and systems.
Thank you so much for your interest in this position! You may submit your information via the WineJobs link but all interested folks will first be asked to complete a short Google form, available here: https://forms.gle/r245Ttrzmn8hhgd66. Once you complete this, we'll reach out to you to schedule a short phone interview.
Please read further for a full description (in great detail!) of the job.
The hiring team at Bella
Essential Duties and Responsibilities:
Wine Club Coordinator (50%)
--Set up club seasons according to sheet developed by Director of Hospitality + Sales once the wines are chosen for each shipment
--Lead processing of club seasons
--Lead on customer service for club members (phones, email, Zendesk)
--Owner of the “special instructions list” and responsible for entering these orders/coordinating orders with customers before club processing
--Coordinate delivery of printed materials to be included in shipments
--Manage club ship orders with our fulfillment house
--Lead on updating declined credit cards before and after processing
--Enter new club sign ups daily, send out welcome packets, and mark orders as picked up when invoices are returned from the tasting room staff
--Own the club pick-up binders. After each club processing, print all pick-ups and organize them with existing pick-ups. Take initiative on contacting customers with multiple pick-ups (offer to ship complimentary, set a pick up date, etc.)
--Maintain accurate monthly and annual spreadsheet to track club sales and club membership numbers (and trends) for Director of Hospitality + Sales
--Track add-on program with monthly reporting detailing data to last year and to sales goals to present to Directors and team.
--Coordinate inventory movements necessary for club shipments (shipments will need to be sent from PSD, WDF, and in-house)
--Interface with compliance companies to manage shipments, aggregate volume, etc.
--Order new printed materials as needed (monitor levels weekly – club sign up forms, welcome packets, etc.)
Office Coordinator (25%)
--Manages and maintains a clean and organized office environment.
--Ensures all office equipment is maintained and serviced on time.
--Point person for ordering, monitoring, and maintaining appropriate levels of office supplies for all departments
--Coordinate daily/standard ship orders with our fulfillment houses
--Monitor in house shipping – enter information into UPS online, print labels, organize invoices, and pass to Tasting Room Manager to be completed by 11:30 am every day
--Assist Tasting Room Manager and Director of Hospitality + Sales with management and tracking of all movements of cased goods for both retail and wholesale purposes.
--Assist Director of Production with bottling needs (case labels, creating new SKUs in Wine Direct, movement of packaging supplies from warehouse(s), transportation post-bottling, etc.)
--Assists Tasting Room Manager and Director of Hospitality + Sales to manage inventory at all locations, arranges movements as requested, and releases shipments from Wine Direct portal according to customer requests.
Customer Service + Experience (25%)
--Leader of Zendesk customer service inquiries – responding according to our 24-hour rule
--Leader of phone inquiries – taking tour reservations as needed (or passing to Tour + Outreach Manager/Director of Hospitality + Sales), manage club inquiries, forward calls/emails to appropriate parties as required on a case by case basis
--Exemplary example of customer service – set the standard for the rest of the team
--Leader of phone sales (up selling customers that call) by suggesting wines based on the conversation and/or signing up new customers for the wine club
--Acts as club member liaison in the tasting room with flexibility in schedule to be present in the club room on the weekends and at all events
Education and Experience Required:
This position requires outstanding customer service skills and excellent communication and coaching skills. This position also requires solid hospitality and organizational skills. Three years of previous related experience is desired, and a college degree or equivalent is required.
You must possess a general knowledge of California wines. The qualified candidate will be at least 21 years old, possess strong organizational, problem-solving, and analytical skills, as well as flexibility and ability to manage constantly changing priorities with enthusiasm.
The Wine Club + Office Coordinator position requires a professional appearance and attitude, and the flexibility to work overtime and weekends. Strong computer proficiency, with an emphasis on online database and communication tools and Microsoft Office (including Word, Excel) is required; experience with Wine Direct and UPS is desired.
This position requires the ability to stand, walk, and sit for long periods of time, and be able to lift and carry up to 50 pounds repeatedly. Must be able to effectively stock wine and non-wine merchandise, set up and break down structures, tables, etc., and be able to utilize a dolly cart and other equipment to assist in moving heavy objects. This position requires the individual to be comfortable in an open office environment, be able to prioritize tasks and communicate openly with all members of the organization.