Office Manager-Operations/Logistics

Women of the Vine & Spirits; New York (NY); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Johnson Brothers Liquor Company seeks an organized Office Manager to lead day-to-day administrative, logistics, financial, and compliance tasks in our NY beverage distribution operations. The role oversees purchasing, pricing, accounting, inventory, and vendor management with a strong emphasis on leadership and regulatory compliance.

The position is in-office five days a week with occasional remote work. Responsibilities span AS400, Beverage Media, SevenFifty, and EDI platforms, plus monthly

Qualifications

• 5+ years in operations, office management, or logistics within beverage distribution.
• Proficiency in AS400, Beverage Media, SevenFifty, or EDI platforms.
• Strong organizational and multitasking abilities.
• Leadership experience with cross-functional teams.
• Excellent communication and problem-solving skills.
• Understanding of NY excise tax filings and regulatory compliance is a plus.

Responsibilities

• Create, receive, and manage purchase orders and resolve discrepancies.
• Develop and update NY inventory projections.
• Process and approve invoices.
• Oversee processing of unsaleables and samples/demos.
• Review monthly financial statements and ad hoc reports.
• Assist with annual physical inventory.
• Prepare NY & NJ discount and period close reports.
• Maintain pricing and discount data on AS400 and platforms.
• Arrange shipping schedules with freight carriers.
• Coordinate courier shipments in and out of the office.
• Supervise office staff and approve HR/payroll items.
• Manage monthly corporate credit card expense reporting.
• Submit NY excise tax forms and handle billbacks.
• Oversee EDI relationships (DC Flynn, Costco).
• Facility management and safety training coordination.

Skills

Operations leadership

AS400 / EDI

Beverage industry

Team leadership

Communication skills

Tax compliance

Tools

AS400

Beverage Media

SevenFifty

DC Flynn

Job description

Job Description

We are seeking a highly organized and experienced Office Manager to lead day-to-day administrative, logistics, financial, and compliance functions within our NY beverage distribution operations. This role is pivotal in maintaining efficient workflows across purchasing, pricing, accounting, inventory, and vendor management systems. The ideal candidate has strong leadership abilities, a detail-oriented mindset, and experience working in the beverage/alcohol industry.

This position is in office 5 days a week. Some flexibility working remotely on occasion. Close to MTA train or bus routes.

Company

Johnson Brothers Liquor Company

Location

Brooklyn, NY

Purchasing & Inventory Management

• Create, receive, and manage purchase orders (Hanover, Prestige) and resolve discrepancies for JBL NY retail.
• Develop and update inventory projections specific to the NY market.
• Process and approve invoices related to incoming shipments.
• Oversee processing of unsaleables and manage product samples and demo submissions.
• Review monthly financial statements and create ad hoc financial reports.
• Support the annual physical inventory process.
• Prepare and analyze monthly NY & NJ discount reports and period close reports

Pricing & Product Management

• Maintain product pricing, cost structures, discounts, and DAs in AS400.
• Manage NY-specific pricing on platforms like Beverage Media and SevenFifty.

Logistics Coordination

• Arrange and maintain shipping schedules with freight carriers (Hanover, Gordon Logistics, Fleetwood).
• Coordinate courier shipments in and out of the office.

Administrative & Office Management

• Supervise office staff and operations to ensure smooth day-to-day functionality.
• Approve HR and payroll items and support staff with daily operational needs.
• Assign and manage retail account setup and staff credentials (AS400, Beverage Media, SevenFifty).
• Manage monthly corporate credit card expense reporting.

Compliance & Finance

• Review and submit NY excise tax forms.
• Handle billbacks including RIPS, handling fees, samples, Elmira, and other charges.
• Act as Accounts Payable approver and oversee monthly sample reporting.
• Assist in maintaining regulatory solicitor permits and EDI relationships (DC Flynn, Costco).

Facility & Safety Oversight

• Manage office facilities including waste disposal, supply ordering, and light IT troubleshooting.
• Serve as the Safety Training Coordinator ensuring compliance with safety protocols.

Qualifications

• 5+ years of experience in operations, office management, or logistics within the beverage/alcohol or distribution industry.
• Proficiency in AS400, Beverage Media, SevenFifty, or EDI platforms (e.g., DC Flynn, Costco).
• Strong organizational and multitasking abilities.
• Leadership experience with a proven track record in supervising cross-functional teams.
• Excellent communication and problem-solving skills.
• Understanding of NY excise tax filings and other regulatory compliance is a plus.

Preferred

• Experience training and onboarding staff across multiple business systems.
• Financial acumen and familiarity with period-end close and reporting.
• Ability to adapt to changing priorities in a fast-paced environment.
• Fluent in Greek language

Johnson Brothers is an equal opportunity employer, committed to fair treatment and hiring based on qualifications. We prohibit discrimination based on race, color, religion, gender identity, sexual orientation, age, disability, military status, or any other protected status under applicable laws.

Worker Sub-Type

Regular

Time Type

Full time