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Location

Dayton, OR | United States

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Job description

Job Description:

JOB DESCRIPTION: The Hospitality Administrative Assistant is responsible for providing administrative support to the Hospitality Department. This includes a variety of administrative and consumer-facing responsibilities, among them: DTC compliance, inbound communication, shipping, tracking, reporting, tasting room support and more. The ideal candidate has excellent problem-solving skills, is detail-oriented, great at multi-tasking, and enjoys a challenge all while maintaining an upbeat and positive attitude. Proficiency with the Microsoft Office Suite is a must.

Duties Include:

Administration
- Answer phone calls and direct callers to appropriate personnel.
- Respond to emails and other digital queries and correspondence in a timely and professional manner.
- Manage incoming/outgoing mail and shipments, sign for incoming packages, and notarize documents upon request.
- Organize and reconcile relevant credit card statements and receipts for submission.
- Pack and ship wine or event supplies as necessary.

Customer Service and Sales
- Assist customers with reservation and purchase inquiries, providing concierge-style service over the phone, via text, and email while upholding high standards of professionalism in all interactions.
- Work collaboratively with team members to achieve departmental goals and offer general support with organization, projects and events as required.
- Assist the Wine Club Manager with tasks related to the Wine Club, such as managing invoices, updating shipping methods, editing packages and updating details, and maintaining member information in the C7 system.

Office Logistics
- Operate and maintain office equipment, including printers, copiers, and fax machines.
- Organize and reorder office, hospitality, production, and general supplies.

Shipping and Compliance
- Track direct-to-consumer shipments and communicate with customers to prevent returns, bill customers for shipping changes, manage returned shipments and handle all charge back claims from customers.
- Assist Hospitality Coordinator in maintaining compliance, permits, and bonds with relevant industry regulations and collaborate with the Wine Club and Shipping Manager to ensure seamless operations.
- Ensure accurate freight costs, tax collection, and compliance with shipping regulations in POS and online systems and keep updated charts of shipping rates and available states with volume and brand restrictions.

EMPLOYMENT REQUIREMENTS:
- Minimum 2 years of experience in an administrative role; winery/vineyard knowledge is a plus.
- Punctual, meticulous, and reliable.
- Applicants must be 21 years of age, with an OLCC permit and Food Handlers Card, have reliable transportation, and be fully vaccinated against COVID-19.
- Must love working with people and have a natural skillset for fostering lasting relationships and building teams.
- Professional demeanor and charismatic presence.
- Ability to anticipate customer needs and deliver exceptional, one-of-a-kind “wow” experiences over the phone and in person.
- Advanced communication skills and ability to speak publicly with a polished, professional presentation.
- Excel at promoting sales, representing a luxury brand, and exceeding sales goals.
- Computer savvy with solid knowledge of Microsoft Suite plus able to learn new software and programs.
- Self-motivated with the ability to manage, prioritize and juggle multiple tasks calmly, despite interruptions.
- This is a physically active position, requiring the ability to regularly stand and lift/carry up to 45 lbs.
- Strong work ethic.
- This position must adapt to a flexible schedule including weekends, holidays, and evenings.
- Must have a desire to expand upon your current level of wine knowledge.
- Requires accuracy, excellent organization skills and a commitment to excellence and high standards.
- All employees are required to maintain a positive, enthusiastic, and thoughtful attitude.

REPORTING RELATIONSHIPS: This position reports to the Wine Club and Shipping Manager.
Duties, responsibilities, schedule, and reporting relationships are subject to change at the discretion of Managing Supervisors.

SCHEDULE
Tuesday - Saturday 8:00 AM - 4:30 PM

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Job tags

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Salary