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Office ManagerT. Edward Wines & Spirits • New York, New York, United States
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Office Manager

T. Edward Wines & Spirits
  • US
    New York, New York, United States
  • US
    New York, New York, United States
Jetzt Bewerben

Über

T. Edward Wines and Spirits is driven by a simple yet powerful idea: to bring authentic, sustainably crafted wines and spirits from family-owned businesses around the world to your table. We're not just importing; we're fostering a community of quality and integrity, reshaping the industry through innovative and purpose-driven practices.
We are seeking a highly organized, proactive Office Manager to serve as the operational backbone of our NYC Metro office. This role ensures the daily smooth functioning of our office environment, manages critical administrative workflows, and acts as a key point of contact for vendors, building management, and internal teams across the company.
The ideal candidate is detail-oriented, a clear communicator, and comfortable juggling a variety of tasks, from facilities maintenance and supply management to financial processing and sample logistics.
Key Responsibilities:
Office & Facilities Management
- Lead the day-to-day operations of the office, maintaining a clean, organized, and professional environment at all times, including communal areas, kitchen, tasting room, supply stations, and printer/copy areas.
- Coordinate schedules, meetings, calendars and office events and maintain a welcoming environment.
- Schedule meetings and wine tastings across multiple meetings spaces and locations.
- Conduct regular walkthroughs to proactively identify and resolve maintenance issues, clutter, or supply gaps before they affect team productivity.
- Serve as the primary point of contact for building management; coordinate facility maintenance requests, staff and guest access, and issue resolution
- Manage weekly kitchen appliances/maintenance procedures
- Coordinate with building superintendent and service vendors (HVAC, mail/postage) for maintenance needs
- Ensure daily conference room readiness: ensure equipment is functional, rooms are clean and properly set up, and technology issues are addressed promptly.
- Implement procedural improvements for efficiency.
- Oversee and stock all office, cleaning, and bathroom supplies.
Inventory & Supplies:
- Maintain and track all office and wine-related inventory (>1000 items), including shipping supplies, tasting equipment
- Manage office supply inventory; monitor stock levels, place orders, and ensure supplies are stocked, organized, and accessible.
- Maintain organized records for vendor contracts, office expenses, and facilities-related documentation; support basic expense tracking in Excel.
- Coordinate monthly and [as-needed] orders from supply companies for office needs.
Administrative & Email Management:
- Monitor and triage the office's general inbox (info@): route producer inquiries, customer requests, and job applications using established “reply to” templates
- Manage inbound check processing
- Maintain an accurate operational calendar and support cross-departmental communication
- Correspond with vendors and accounts on behalf of the office as needed
- Support onboarding logistics for new employees, including coordinating workspace setup and building access.
- Back up support to the Executive Team with administrative & ad hoc tasks.
- Anticipate and plan for the operational needs of a growing office, contributing to facilities planning as the company grows.
Sample Logistics:
- Coordinate weekly sample transfers (Mondays and Wednesdays): print sign-out sheets, organize bottles by rep/PM, and categorize by use type (SAMP, BS, INS, DON, RPL, etc.)
- Sign out all samples accurately in the system; route special-use samples appropriately (Hand Delivery, Donations, Replacements, In-house Tastings)
- Manage outbound sample shipments via FedEx and UPS: ensure compliance labeling, schedule pickups, and confirm large or rushed shipments with executives
Qualifications:
Requirements:
-Must be 21 years of age
- Must handle some heavy lifting of cases
- Comfortable with working around wine & spirits
- Must present well to the public in both conversation and appearance
- Exceptional organizational skills and ability to manage multiple concurrent tasks
- Excellent written and verbal communication skills
- Ability to work independently and in a fast-paced environment.
- Comfortable with financial processes including check handling, deposits, and petty cash management
- Proficiency with Microsoft Office 365 (Word, Excel, SharePoint) and general comfort with digital tools and systems
- Discreet, honest, reliable, with attention to detail and able to work independently with minimal supervision.
- Ability to juggle sedentary periods at front desk with periods of errands and being actively mobile for other tasks.
Education & Experience :
- Background in the communications, business, and/or hospitality is preferred
- Passion for wine, spirits, hospitality of luxury/lifestyles is a plus.
- 2+ years of office management, administrative, or operations experience
- Familiarity with FedEx/UPS shipping platforms and compliance requirements for alcohol shipments
- Experience with inventory management systems or ERP platforms (e.g., Business Central)
- Bilingual or multilingual abilities a plus
What We Offer:
- A dynamic, collaborative environment within a respected wine import and distribution company
- Exposure to the world of fine wine and the broader beverage industry
- Competitive compensation commensurate with experience
- Access to T. Edward wines and participation in office tastings and events
- Centrally located office in SoHo/NoHo, NYC
Job category: General Administration and Other
  • New York, New York, United States

Sprachkenntnisse

  • English
Hinweis für Nutzer

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