Office Administrator

WHO IS GALAXY WINE COMPANY?At Galaxy Wine Company - Wilson Daniels, we are leaders and educators in luxury wine. Working together to set the highest standards for quality, integrity and excellence, our passionate team of professionals is wholly immersed in every aspect of the fine wine world.COME WORK WITH USFrom brand marketing, sales, finance, and operations to dedicated in-house public relations, digital and creative services, our distinguished leadership team is driven by industry leaders around the country. We value family heritage, and wine of distinction. We celebrate diversity and are committed to creating an inclusive environment for all employees. All employment is decided on the basis of qualifications, merit, and business need.ABOUT THE JOBThe Office Administrator will provide support in numerous areas of our business: customer service to our clients and sales reps; assistance in Accounts Payable and Accounts Receivable; support for our Sales department and general administrative office duties. This role will be crucial for our daily Operations as it will be cross-departmental and will engage not only with all members of our organization but also external visitors and customers calling into the office. This role is located in our Portland office and is in the office Monday - Friday.ESSENTIAL FUNCTIONS/THE DAY-TO-DAY Manage phone calls coming into Customer Service DepartmentOrder Entry for orders and samplesCustomer Service support to internal Sales team and external customersManage orders email inboxWorking within ERP system, help to manage allocations of scarce productsWork with Warehouse and Fleet to ensure top service provided to customer baseManage returns back from customersResolve price discrepancies on ordersResearch and resolve issues at the request of the sales team, staff, customers, carriers, etc.Run various reports for sales and management teams upon requestAnswer Phone Calls on Main LineGreet visitors to the office and receive them warmly and professionallyAssist with set-up prior to, and break down after, office events, tastings, meetings, etc.Support of General Office Management Responsibilities This is not intended to be a comprehensive list of the duties and responsibilities of the position and that the duties and responsibilities may change without notice.AM I THE RIGHT FIT? Not everyone can be an Office Administrator. To be seriously considered for the role here is what you'll bring:Education & Experience:2 years experience in office setting preferredWine and Spirits Industry experience a plusSkills:Must be proficient in all Microsoft Office programs, strong Excel skills a major plusAbility to multi-task and prioritize in a fast-paced environmentSolid judgment skills and ability to work independentlyOrganized and excellent follow-through a must; detail-oriented and deadline drivenProactive, self-motivated, takes initiative and ability to work with little supervisionTeam player with a positive attitude; flexible to adapt to changing needs/prioritiesPhysical requirements:Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards.Lift up to 50 pounds.Walk, stand, climb, balance, reach with hands and arms, stoop, kneel, crouch or crawl on a daily basis. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Created: 2025-10-08