Office Assistant

Overview:
Fat & Happy Beverages is a boutique importer and distributor of Fine Wines, Spirits, and Specialty Foods, based in Los Angeles, California. We are seeking a highly organized, energetic, and proactive individual with strong multitasking abilities who thrives in a fast-paced, high-pressure environment. This role is integral to maintaining efficient front office operations while providing administrative support to the Accounting, Logistics, and Compliance departments. The ideal candidate will demonstrate excellent communication skills, a professional and approachable demeanor, and the ability to effectively manage multiple priorities.

Reporting Structure & Hours:

• Reports To: Office & Compliance Manager
• Hours: Monday to Friday, 9:00 AM – 5:00 PM

Administrative & Office Management:

• Manage the general office correspondence (e.g., email inbox) by reviewing, prioritizing, organizing, and forwarding messages to the appropriate departments.
• Coordinate and maintain office and warehouse inventory levels, initiating and submitting orders for necessary supplies.
• Communicate weekly with the Office & Compliance Manager to align on priorities, tasks, and project status.

Bookkeeping & Data Management:

• Generate and process customer invoices for the Accounting Department, verifying pricing accuracy prior to submission.
• Organize and maintain the physical and digital filing system for invoices to ensure quick and efficient retrieval.
• Prepare and submit required monthly reports, including Out-of-State (OOS) Sales and CRV compliance reports.
• Monitor upcoming overdue customer payments and initiate professional follow-up communication.
• Maintain and update product technical information within the master Google Drive file.
• Upload and manage product images in the Pepperi system.

Logistics & Warehouse Support:

• Assist the warehouse team by preparing and packaging shipments, including printing necessary labels and stickers (as backup support).
• Track and follow up on incoming container shipments to ensure timely delivery and customs clearance.
• Participate in the bi-annual physical inventory count (twice per year).
• Assist with initiating claims for damaged shipments.

Marketing & Event Coordination:

• Manage vendor specific marketing expense records, including data entry, invoice attachment, digital filing of supporting documentation and images to the shared file.
• Maintain the company demo calendar and upload all relevant images to the shared drive.
• Organize and manage the inventory of back-office demo materials and marketing tools, categorized by brand.
• Track and document all demo materials being sent out to external parties.

Out-of-State (OOS) Order Processing:

• Manage the full cycle of Out-of-State (OOS) orders, including receiving, invoicing, preparing the Bill of Lading (BOL), and printing all necessary documentation.

Qualifications & Requirements:

• Valid Work Authorization
• Valid Driver's License
• Fluent in English, both written and verbal
• Proficiency in Quickbooks and Microsoft Office Applications (Excel and Word)
• Strong proofreading and attention-to-detail skills to ensure accuracy in all written communications
• Ability to work independently while also contributing effectively as a collaborative team member

If you are detail-oriented, enjoy working in a dynamic environment, and possess the necessary skills to excel, we encourage you to apply for this exciting opportunity

Job Type: Full-time

Pay: $ $25.00 per hour

Benefits:

• Paid time off

Work Location: In person