Procurement Specialist – Wine Labels & Packaging

The Procurement Specialist – Wine Labels & Packaging for a Napa based winery plays a critical cross-functional role within the winery, reporting to the Director of Operations and partnering closely with the winemaking team, orders team, operations, sales, marketing, and the art & design team. This role is focused on the procurement and coordination of wine labels and related packaging components, ensuring materials are sourced, approved, and delivered on time to support highly dynamic production and bottling schedules.
This position requires exceptional organizational skills, vendor coordination, and flexibility. Timelines frequently shift due to customer needs, design changes, production updates, and supplier constraints, and the ideal candidate is highly adaptable and responsive. The Procurement Specialist works with multiple vendors and internal stakeholders to align artwork approvals, production schedules, and material deliveries, helping ensure smooth execution from concept through bottling.
As a subject matter specialist for wine labels and assigned packaging materials, this individual supports sourcing activities, maintains vendor relationships, tracks orders, and resolves issues to keep production moving. Success in this role depends on strong communication, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
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Essential Duties and Responsibilities
•  Coordinate the procurement of wine labels and assigned dry goods, ensuring materials meet quality standards and are delivered on time to support evolving production and bottling schedules.
•  Maintain a high degree of flexibility to adjust priorities and timelines in response to frequent changes in customer requirements, artwork approvals, production plans, and supplier availability.
•  Partner closely with the art and design team to manage label artwork timelines, revisions, approvals, and handoffs to vendors.
•  Work with multiple vendors simultaneously, managing quotes, lead times, order placement, proofs, production updates, and delivery tracking.
•  Communicate regularly with internal teams including winemaking, operations, orders, sales, and marketing to align procurement activities with production needs and launch timelines.
•  Support the master bottling calendar by coordinating material readiness and flagging risks or constraints related to label and packaging availability.
•  Track and prioritize multiple active purchase orders, ensuring accuracy, timely execution, and rapid response to schedule changes.
•  Assist with maintaining accurate product specifications and label details across brands, formats, and vintages.
•  Monitor inventory levels for labels and assigned materials, collaborating with the Director of Operations and cross-functional teams to avoid shortages or excess inventory.
•  Investigate and resolve label or packaging issues, including non-conforming materials, delivery discrepancies, or quality concerns, working with vendors on credits or replacements as needed.
•  Support sourcing efforts by gathering vendor information, pricing, lead times, and performance data.
•  Maintain clear documentation and records related to vendors, specifications, purchase orders, and approvals.
•  Share market observations, vendor updates, and potential risks with the Director of Operations to support planning and decision-making.
•  Contribute to continuous improvement of procurement processes, tools, and communication workflows to improve visibility and efficiency.
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Reporting & Collaboration
•  Reports directly to the Director of Operations
•  Partners closely with:
o Winemaking
o Orders and Operations
o Sales and Marketing
o Art & Design
o External vendors and bottling partners

Additional Functions:
•  Comply with all company safety policies, practices, and procedures. Participate in safety training and report all unsafe conditions or work practices.
•  Participate in team efforts and perform additional duties as needed.

Necessary Skills:
•  Ability to read and interpret documents such as memos, instructions, policies, and manuals. Ability to write routine reports and correspondence. Ability to present information effectively to groups of customers and/or employees and participate in one-on-one and small group situations.
•  Ability to add, subtract, multiply, and divide accurately, using standard American units of currency, weight, volume, and/or distance. Ability to recognize and correct inaccuracies when using a calculator or computer spreadsheet. Ability to calculate items such as discounts, commissions, simple interest, and percentages. Ability to apply common sense understanding to multiple tasks, analyze and solve practical problems, prioritize and delegate tasks and projects, work both independently and as part of a team, and adapt to frequent changes in the work environment.
•  Possess intermediate computer skills which can include e-mail, internet, word processing, spreadsheet, basic database activity, graphic arts and/or publishing. Familiarity with MS Business Central, Adobe and other MS Office software’s is a plus.

Education, Experience, Certificates, Licenses:
•  Associate’s degree or 12-24 months related experience or training; or equivalent combination of education and experience.
•  Current, valid Driver’s License, insurable driving record, and proof of current automobile insurance required.

Physical Requirements:
•  Light physical activity performing non-strenuous daily activities of an administrative nature. Manual dexterity is sufficient to reach, handle items, and work with the fingers. May require lifting and moving objects up to 50 lbs. in weight. Clear vision, close and distant, and ability to adjust focus. Hearing adequate for telephone and office level conversation.