Summary
The Operations & Logistics Assistant provides administrative and logistical support across the Operations and Private Client departments at Colgin Cellars. Working closely with both teams, the Assistant supports order management, wine fulfillment, inventory coordination, shipping logistics, compliance administration, and the operational needs of Private Client activities.

This entry-level position requires strong organizational skills, attention to detail, discretion, and an interest in gaining experience in the operational and client service aspects of a luxury winery. The role works closely with Operations, Private Client, Accounting, and external partners to ensure daily activities are handled accurately and efficiently.

Essential Duties & Responsibilities

Operations, Order Management & Logistics
•  Assist with the processing, coordination, and fulfillment of Private Client, wholesale, sample, and event-related wine orders.
•  Monitor order status and assist with resolving shipping issues.
•  Coordinate wine shipments and receipts with external warehouses, fulfillment providers, and transportation partners.
•  Maintain accurate shipping records, order documentation, and inventory movement information.
•  Assist with seasonal shipping preparations, including temperature-sensitive shipping programs.
•  Identify potential operational issues and communicate them to the appropriate team members.

Inventory, Production & Materials Coordination
•  Assist with monitoring wine inventory across multiple storage and fulfillment locations.
•  Support inventory reconciliations, physical counts, inventory transfers, and related recordkeeping.
•  Coordinate the ordering, receipt, organization, and replenishment of packaging, shipping materials, and general winery supplies.

Private Client Logistics & Inventory Support
•  Assist with the operational preparation of Private Client offerings, special releases, and other client programs.
•  Coordinate wine and collateral requirements for Private Client events, partnerships, and charitable donations.
•  Track and maintain accurate wine depletions against budgeted Private Client allocations, identifying discrepancies for review.
•  Maintain inventory of Private Client collateral, including printed materials, branded packaging, and event supplies, and identify replenishment needs.
•  Coordinate the return and reconciliation of unused wines and materials following Private Client events.
•  Maintain records of event-related wine usage.

Compliance, Documentation & Financial Coordination
•  Assist with reviewing orders and shipments for compliance.
•  Work with internal and external compliance resources to maintain accurate records and address potential shipping restrictions.
•  Assist with tracking shipping licenses, documentation requirements, and compliance-related deadlines.
•  Maintain organized operational records and assist with reporting across departments.

Administrative & Cross-Functional Support
•  Assist with scheduling, calendar maintenance, project coordination, and tracking important operational deadlines.
•  Provide administrative and logistical support to the Operations and Private Client teams as needed.
•  Coordinate local deliveries, pickups, and errands between winery facilities, offices, warehouses, and business partners.
•  Assist with special projects and other departmental priorities as needed.
•  Work collaboratively with internal teams to maintain organized and efficient daily operations.

Requirements
•  Strong organizational skills and attention to detail.
•  Excellent written and verbal communication skills.
•  Ability to manage multiple tasks and deadlines.
•  Discretion when handling confidential information.
•  Proficiency in Microsoft Office and willingness to learn new systems.
•  Ability to maintain accurate records and follow procedures.
•  Ability to collaborate across departments.
•  Professional, positive, and service-oriented approach.
•  Valid driver's license and ability to travel locally.
•  Interest in fine wine, hospitality, or winery operations.
•  Prior relevant experience preferred but not required.

Work Environment
•  This job primarily operates in an office and winery environment, which requires periods of sitting and standing.
•  Requires occasional lifting and moving of wine, packaging, and other materials.
•  Local travel between winery facilities, offices, warehouses, and business partners may be required.
•  Occasional weekend work may be required based on projects, events, and business needs.
•  Responsible for maintaining a safe, friendly, positive, and conscientious work environment.


Essential Functions & Responsibilities
The responsibilities outlined above reflect the primary duties of the position and are not intended to be an exhaustive list. Additional responsibilities may be assigned based on business needs. Colgin Cellars provides reasonable accommodations to qualified applicants and employees with disabilities in accordance with applicable law.

Equal Employment Opportunity
Colgin Cellars is an equal opportunity employer committed to maintaining a professional, inclusive workplace free from discrimination and harassment. Employment decisions are made without regard to race, color, religion, national origin, ancestry, age, disability, sex, pregnancy, sexual orientation, gender identity or expression, marital status, military or veteran status, or any other characteristic protected by applicable law. We are committed to providing equal opportunities for employment and professional development.

Background Check & Fair Chance Employment
Employment is subject to a background check conducted after a conditional offer of employment, in accordance with applicable law.