DTC Operations Coordinator

jacksonfamilywines; Santa Rosa (CA); On-site; USD 54,000 - 62,000; Full time

Benefits offered by this job

Health benefits

401k

Paid time off

Volunteer time off

Learning & Development

Mental health support

Wine discounts

Job summary

Jackson Family Wines in Santa Rosa, CA, is seeking a DTC Operations Coordinator to streamline processes, maintain system integrity, and support both Operations and Sales teams.

You will manage inventory accuracy, coordinate with Estate teams on weekly transfers, and oversee platforms such as JDE, Salsify, Salesforce, eWinery, and WineDirect. The role emphasizes collaboration with Finance, Compliance, IT, and Fulfillment, plus training material creation.

Qualifications

• Minimum two years of experience in office administration or business operations.
• Strong organizational, analytical, and problem-solving skills.
• Excellent interpersonal and communication skills; able to work with multiple levels of the organization.
• High proficiency in Microsoft Word, Excel, and PowerPoint; willingness to learn new software.

Responsibilities

• Provide systems support for DTC platforms (JDE, Salsify, Salesforce, eWinery, WineDirect).
• Monitor onsite inventory and coordinate weekly transfers with Estate teams.
• Manage P-Card charges, receipts, and affidavits.
• Process trade and internal reservation billbacks with accuracy.
• Coordinate 2I internal wine management for pours, spoils, or internal use.
• Review open orders with Sales to ensure timely fulfillment.
• Create and maintain product/SKU setup processes with cross-functional teams.
• Administer the Help Desk ticket system and track issues through resolution.
• Troubleshoot day-to-day system and sales order issues per escalation protocols.
• Create and administer purchase orders with internal and external partners.
• Foster cross-functional communication across Finance, Compliance, Fulfillment, IT, etc.
• Develop training materials and process documentation for DTC platforms.
• Partner with DTC leadership to improve efficiency and workflow across systems and operations.

Skills

Organizational skills

Analytical skills

Problem-solving

Interpersonal communication

Microsoft Word

Microsoft Excel

PowerPoint

Tools

JDE

Salsify

Salesforce

eWinery

WineDirect portal

Payment processors

Compliance platforms

Job description

POSITION SUMMARY:

The DTC Operations Coordinator plays a critical role in supporting the operational and financial success of the Direct-to-Consumer (DTC) business. This position focuses on streamlining processes, maintaining system integrity, and ensuring smooth collaboration across Operations and Sales teams. Reporting to the Director, DTC Operations, the Coordinator serves as a key partner in driving efficiency, accuracy, and exceptional service standards throughout the department.

ESSENTIAL FUNCTIONS/DUTIES:

• Systems Support: Serve as a support resource for key DTC platforms and tools, including JDE, Salsify, Salesforce, eWinery, payment processors, the WineDirect portal, and compliance platforms.


• Estate Inventory Management: Monitor onsite inventory levels and system accuracy to ensure each Estate has the wine needed to support daily operations. Schedule weekly wine transfers and coordinate with Estate teams to maintain timely, accurate inventory movement.


• P-Card Management: Allocate charges to the appropriate accounts, attach required receipts to each transaction, and follow up on missing receipts by ensuring affidavits are completed when needed.


• Trade and Internal Reservation Billbacks: Manage and submit billbacks for assigned Estates, ensuring accurate documentation and timely processing.


• 2I Internal Wine Management: Coordinate with Estate teams to complete the 2I process for removing wine from inventory, including wine used for pours, spoils, trade comps, or internal use.


• Open Order Review: Monitor orders pending delivery or fulfillment and coordinate with the Sales team to ensure timely processing and resolution.


• Product and SKU Setup: Create and maintain product and SKU setup processes, partnering with internal teams to ensure accurate and timely completion.


• Help Desk Administration: Administer the department’s Help Desk ticket system, supporting issue intake, tracking, follow-up, and resolution.


• Issue Resolution: Troubleshoot day-to-day system and sales order issues, following established problem-solving and escalation protocols to drive timely resolution.


• Purchase Order Administration: Create and administer purchase orders in coordination with internal partners and external vendors.


• Cross-Functional Collaboration: Facilitate clear communication and collaboration across Finance, Compliance, Fulfillment, Marketing Technologies, IT, and other business partners as needed.


• Training and Documentation: Develop visual training materials, process documentation, and reference resources for DTC platforms and core operating systems.


• Process Improvement: Partner with DTC management to improve operational efficiency, refine procedures, and optimize workflows related to systems, supplies, and communications.

JOB REQUIREMENTS:

Essential Skills, Experience, and Education

• Minimum two years of experience in office administration or business operations preferred.


• Strong organizational, analytical, and problem‑solving skills, with the ability to manage multiple priorities effectively.


• Ability to balance strategic thinking with hands‑on execution, supporting project initiatives while managing day‑to‑day operational needs.


• Excellent interpersonal and communication skills; able to work effectively and diplomatically with individuals at all levels of the organization.


• High proficiency in Microsoft Word, Excel, and PowerPoint, with the ability and willingness to learn new software and technical platforms.

WAGE TRANSPARENCY: The base pay for this role ranges from $26.00 - $30.00 per hour. Compensation will be determined by candidate experience, skills, and location.

BENEFITS:

• Health Benefits – Medical, Dental, Vision, Disability & Life insurance


• 401k with employer match


• Generous time off including vacation, holidays, and paid health time


• Paid volunteer time


• Learning & Development opportunities


• Modern Health virtual mental health & coaching visits


• Wine discounts!

Jackson Family Wines is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by applicable law. All employment decisions are based on merit and business needs.