Administrative Assistant (Wine Sales)

Job Description:

Administrative Assistant – Wine & Spirits

POSITION OBJECTIVE: Provide administrative support to the Wine & Spirits team by building, running and updating reports, creating customer accounts and updating needed information in a timely manner. Maintain pricing and discount lists for sales team and analyze sales reports in a timely basis.

DUTIES AND RESPONSIBILITIES:
• Open and close customer accounts in the VIP system.
• Update and maintain price discounting list, customer portfolio and periodic inventory reduction catalog.
• Maintain chain customer pricing portals and input weekly orders.
• Field customer service phone calls and generate account orders.
• Receive and place supplier sample requests.
• Communicate delinquent accounts to WSDI.
• Coordinate between sales, purchasing and finance.
• Run daily, weekly, monthly reports and ad hoc as requested.
• Manage chain vendor portals alongside chain director; i.e. pricing, item setups, programs etc.
• Organize and maintain shared supplier sample budgets and catalog.
• Track supplier and company incentives and provide regular updates to the sales team.
• Draft department memos and other written material to distribute to staff.
• Interact with visitors, customers and staff on a daily basis.
• Complete all required paperwork in a timely manner.
• Attend all scheduled meetings and conduct oneself in a professional manner that is supportive of management.
• Maintain a clean, organized, safe and secure work area.
• Other duties as assigned.

EDUCATION AND EXPERIENCE REQUIREMENTS:
• High school diploma or equivalent (GED) required.
• Associates Degree or higher preferred.
• Two years of office administration experience preferred.

KNOWLEDGE, SKILLS, AND ABILITIES:
• Excellent verbal and written communication skills.
• Excellent people and organizational skills.
• Proficient computer skills in Word, Excel, PowerPoint and Outlook. Advanced knowledge of Excel a plus.
• Must be detail oriented.
• Must be able to work in a fast paced, customer focused environment.
• Must be able to work independently with little supervision.
• Must be a team player and demonstrate positive work behaviors and attitude.
• Must be able to take direction well from various staff levels.
• Must be professional in interactions with suppliers, customers and staff.
• Must be at least 21 years of age.
• Must be reliable and on-time.
• Professional appearance and demeanor.
• Bilingual, Spanish fluency a plus.

ADDITIONAL INFORMATION:
This position requires a friendly, outgoing high energy individual who is able to multi-task while maintaining a high level of quality service at all times. Professional business attire required (no jeans, no gym shoes). Typical work hours are 8:00am- 5:00pm Monday-Friday.

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