Office Manager-Operations/Logistics
About The Position
The Office Manager leads day-to-day administrative, logistics, financial, and compliance functions for NY beverage distribution operations. The role maintains efficient workflows across purchasing, pricing, accounting, inventory, and vendor management, and supervises office staff and operations. The position is based in the office five days per week, with some flexibility to work remotely on occasion. The office is close to MTA train or bus routes. Responsibilities include managing purchase orders and inventory projections, processing shipment invoices, coordinating freight and courier shipments, maintaining product pricing and account systems, reviewing financial statements and preparing reports, supporting physical inventory, and managing discount and period-close reporting. The role also oversees HR and payroll items, corporate credit card expense reporting, NY excise tax filings, billbacks, accounts payable approval, sample reporting, regulatory permits, EDI relationships, office facilities, and safety training.
Requirements
- At least 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 such as DC Flynn or Costco.
- Strong organizational and multitasking abilities.
- Leadership experience and a proven track record supervising cross-functional teams.
- Excellent communication and problem-solving skills.
Nice To Haves
- Understanding of NY excise tax filings and other regulatory compliance.
- 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.
- Fluency in Greek.
Responsibilities
- Create, receive, and manage purchase orders for Hanover and Prestige, and resolve discrepancies for JBL NY retail.
- Develop and update inventory projections for 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 prepare ad hoc financial reports.
- Support the annual physical inventory process.
- Prepare and analyze monthly NY and NJ discount reports and period-close reports.
- Maintain product pricing, cost structures, discounts, and DAs in AS400.
- Manage NY-specific pricing on Beverage Media and SevenFifty.
- Arrange and maintain shipping schedules with freight carriers, including Hanover, Gordon Logistics, and Fleetwood.
- Coordinate courier shipments to and from the office.
- 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 in AS400, Beverage Media, and SevenFifty.
- Manage monthly corporate credit card expense reporting.
- 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, including DC Flynn and Costco.
- Manage office facilities, including waste disposal, supply ordering, and light IT troubleshooting.
- Serve as Safety Training Coordinator and ensure compliance with safety protocols.
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What This Job Offers
Job Type
Full-time
Career Level
Manager
Education Level
No Education Listed
