Office Manager

WINESHIPPING.COM LLC•Napa, CA

6d•$25 - $34•Onsite

About The Position

The Office Manager oversees general administrative functions and activities across company offices and serves as a key verbal and in-person liaison to internal functional areas. The role supports day-to-day office operations at headquarters and satellite locations, including office supplies and inventory, purchasing procedures, shipping and receiving, visitor services, access badges, conference rooms, catering, facilities coordination, and administrative projects. The position is on-site from 8:00 a.m. to 5:00 p.m. and may require work beyond regular hours and occasional weekends when needed.

Requirements

Bachelor’s degree preferred, or an equivalent combination of education and 3–5 years of 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 exercise discretion and maintain confidentiality.
Excellent computer skills, including proficiency with Microsoft Office programs.
Positive attitude and 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.
Ability to speak, read, write, and understand the primary language or languages used in the workplace.
Excellent phone presence.
Commitment to excellence and high standards.
Attention to detail.
Ability to work independently and as a member of teams and committees.
Versatility, flexibility, and willingness to work enthusiastically amid changing priorities.
Ability to understand and follow written and verbal process instructions.
Strong verbal, written, and phone communication skills.
Ability to stand, walk, or sit for prolonged periods; occasionally lift, carry, or move up to 50 pounds; continually use hand and finger dexterity; and occasionally climb, balance, bend, stoop, kneel, or crawl.
Ability to occasionally work near moving mechanical parts and in occasional loud noise or varying environmental temperatures.

Nice To Haves

Bilingual ability.
A bachelor’s degree.

Responsibilities

Open and close offices and keep day-to-day operations running smoothly.
Order and manage office supplies for multiple locations, including snacks, coffee, and branded merchandise; maintain approved and accounted-for inventory.
Coordinate with Finance to ensure purchases are properly approved and coded and follow standard operating procedures.
Coordinate paper and toner supplies with IT and warehouse managers.
Recommend tools, techniques, and processes to improve compliance and productivity.
Prepare FedEx labels, track packages, sort mail, and direct guests to Will Call or Shipping and Receiving.
Assist with company events and quarterly newsletters.
Create employee badges, manage guest sign-ins, and maintain Brivo access.
Coordinate conference room bookings, resolve scheduling conflicts, and ensure meeting spaces are clean and ready.
Order bagels and donuts, arrange catering, and make lunch reservations for executives and HR.
Communicate with cleaning services, report facility issues, and coordinate with property managers.
Maintain secure and organized supply-room inventory.
Greet guests, offer refreshments, manage sign-ins and badges, answer calls, and direct inquiries.
Support special projects and clerical and accounting tasks, and record new client leads in Zoho.
Be reliably present and punctual.
Work beyond regular hours and occasionally on weekends when needed.
Perform other projects as assigned.