DTC Operations Coordinator

Jackson Family Wines•Santa Rosa, CA

6d•$26 - $30

About The Position

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.

Requirements

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.

Responsibilities

Serve as a support resource for key DTC platforms and tools, including JDE, Salsify, Salesforce, eWinery, payment processors, the WineDirect portal, and compliance platforms.
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.
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.
Manage and submit billbacks for assigned Estates, ensuring accurate documentation and timely processing.
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.
Monitor orders pending delivery or fulfillment and coordinate with the Sales team to ensure timely processing and resolution.
Create and maintain product and SKU setup processes, partnering with internal teams to ensure accurate and timely completion.
Administer the department’s Help Desk ticket system, supporting issue intake, tracking, follow-up, and resolution.
Troubleshoot day-to-day system and sales order issues, following established problem-solving and escalation protocols to drive timely resolution.
Create and administer purchase orders in coordination with internal partners and external vendors.
Facilitate clear communication and collaboration across Finance, Compliance, Fulfillment, Marketing Technologies, IT, and other business partners as needed.
Develop visual training materials, process documentation, and reference resources for DTC platforms and core operating systems.
Partner with DTC management to improve operational efficiency, refine procedures, and optimize workflows related to systems, supplies, and communications.