Office Manager

WINESHIPPING COM LLC; Napa (CA); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

401(k)

Dental insurance

Health insurance

Job summary

Wineshipping COM LLC in Napa is seeking an Office Manager to run the HQ and satellite offices, ensuring smooth administrative operations from 8:00 am to 5:00 pm onsite.

The role emphasizes vendor management, front desk duties, event support, and cross‑functional coordination with Finance, IT, and HR, in a dynamic wine logistics environment.

Qualifications

• Bachelor’s degree or equivalent with 3–5 years in office management.
• Experience managing vendor relationships and contracts.
• Strong customer service and administrative expertise.
• Ability to handle confidentiality with discretion.
• Excellent MS Office skills and cross-functional collaboration.
• Strong communication and interpersonal skills.
• Bilingual is a plus.

Responsibilities

• Oversee administrative functions for HQ and satellite offices.
• Manage office supplies across locations.
• Coordinate with Finance for purchases and coding.
• Handle shipping labels, mail, and guest sign-ins.
• Plan events and internal communications.
• Maintain security badges and access.
• Coordinate room bookings and scheduling.
• Support special projects and clerical tasks.
• Ensure reliability and punctual presence.

Skills

Customer service

Administrative support

Cross-functional coordination

MS Office

Discretion & confidentiality

Communication skills

Organizational skills

Phone presence

Bilingual welcome

Education

Bachelor’s degree or equivalent + 3-5 years in office management

Tools

Zoho CRM

Job description

Office Manager

On-site 8:00 am - 5:00 pm

Working with wine is cool. Want to work with wine? Wineshipping is the premier logistics provider for the wine industry, trusted since 1998 to protect our clients’ brands. We combine deep expertise with innovative technology to help wineries grow. And yes—Wineshipping is a pretty cool place to work. We’ve been voted Best Place to Work in Napa County year after year. Plus, our facilities are climate-controlled… because wine likes to stay cool (and so do we).

GENERAL JOB DESCRIPTION

The Office Manager will oversee the general administrative functions and activities of offices Companywide. This position is a key liaison both verbally and physically to other internal functional areas within the organization.

MAJOR DUTIES AND RESPONSIBILITIES

• Office Operations Extraordinaire: You’ll be the heartbeat of our HQ and satellite offices; opening, closing, and keeping everything running smoothly day-to-day. From bagels to badges, you’ve got it covered.
• Supply Chain Sidekick: Order and manage office supplies for multiple locations (Napa, Vacaville, Cobleskill, Paso Robles, Missouri, Windsor, Oregon—you name it!). Keep inventory stocked, approved, and accounted for, including snacks, coffee, and branded merch.
• Finance-Friendly Shopper: Work with Finance to ensure all purchases are properly approved and coded. You know the SOPs and stick to them like a pro.
• Print & Paper Patrol: Keep paper and toner flowing in the warehouse, coordinating with IT and warehouse managers to avoid any “out of ink” emergencies.
• Efficiency Innovator: Always on the lookout for smarter ways to work—you’ll recommend new tools, techniques, and processes to boost compliance and productivity.
• Shipping & Receiving Wizard: Handle FedEx labels, track packages, sort mail, and guide guests to Will Call or Ship/Rec like a logistics legend.
• Event & Culture Coordinator: Assist with planning company events, managing quarterly newsletters, and keeping the vibe positive—but don’t worry, you’re not the party planner (unless you want to be!).
• Security & Badge Boss: Create employee badges, manage guest sign-ins, and maintain Brivo access. You’re the gatekeeper of good vibes and secure spaces.
• Calendar Keeper: Coordinate conference room bookings, resolve scheduling conflicts, and make sure meeting spaces are clean and ready to impress.
• Snack & Catering Captain: Order Friday bagels and donuts, place catering orders, and make lunch reservations for execs and HR. You keep everyone fed and happy.
• Facility Liaison & Cleanliness Champion: Communicate with cleaning services, report facility issues, and work with property managers to keep everything in tip‑top shape.
• Storeroom Steward: Hold the keys to the supply kingdom; maintain inventory security and keep things organized.
• Front Desk Dynamo: Greet guests with warmth, offer coffee or water, manage sign‑ins and badges, answer calls, and direct inquiries like a customer service superstar.
• Multi-Tasking Mastermind: Support special projects, assist with clerical/accounting tasks, and record new client leads in Zoho. You juggle it all with style and grace.
• Show up and shine: be reliably present and punctual, keeping things on track and on time.

OTHER IMPORTANT ASPECTS OF THE JOB

• Commitment to excellence and high standards, for yourself and for others.
• Good attention to detail – it’s the little things that make the difference in good service and GREAT service for our clients. (The big things matter to them too, just saying…)
• Ability to work independently and as a member of various teams and committees.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Ability to understand and follow written and verbal process instructions. Following the process yields reliable results. Clients like “reliable”.
• Strong verbal, written, and phone communication skills.
• Bilingual welcome.
• You may need to work beyond your regular work hours and occasionally on a weekend, if needed.
• Other Cool Stuff- And hey — you might get pulled into other projects too. We’re a team that wears many hats, and yours might be fabulous.

QUALIFICATIONS FOR THE JOB

• Bachelor’s degree is preferred or equivalent combination of education and 3-5 years’ experience in an office management role.
• Previous experience managing vendor relationships and contracts for general office services.
• Strong knowledge of customer service and administrative support best practices
• Ability to show discretion and maintain confidentiality.
• Excellent computer skills with proficiency in Microsoft Office programs.
• Positive attitude with excellent communication and interpersonal skills.
• Ability to communicate and work cross‑functionally with various departments.
• Excellent customer service skills.
• Ability to perform diversified clerical functions.
• Must be able to speak, read, write, and understand the primary language(s) used in the workplace.
• Must have an excellent phone presence.

WORK ENVIRONMENT AND PHYSICAL DEMANDS:

• Prolonged periods of standing/walking/sitting.
• Occasionally lift, carry and/or move up to 50lbs.
• Continually required to utilize hand and finger dexterity.
• Occasionally required to climb, balance, bend, stoop, kneel or crawl.
• Occasionally work near moving mechanical parts.
• Occasional loud noise.
• Occasional varying environmental temperature changes.

PAY AND BENEFITS

Benefits: 401(k), 401(k) matching, Dental insurance, Disability insurance, Employee assistance program, Flexible spending account, Health insurance, Health savings account, Life insurance, Paid time off, Referral program, and Vision insurance.