Job Description

Full Time : a position working 32 hours per week.

The Wine Club Fulfillment Coordinator will oversee receiving, warehousing and distribution of the Vanderbilt Wine Club for Retail Fulfillment, Winery Retail, and Wine Production Oval Road Club Fulfillment.

The goal is to ensure productivity targets are achieved and all warehouse processes are running smoothly and promptly. The Coordinator will assist and support with fulfillment and inventory control for the program, and will also work closely with the Operations Coordinator and other Wine Club staff to achieve revenue and service goals for the business unit.

In addition, this position will provide general assistance and support for leadership, the department, and company as required.

ESSENTIAL JOB DUTIES

1. Accountable for timely execution of quarterly billing of wine club shipments in coordination with Wine Club Manager.

2. The coordinator is integral in leading the effort towards a 90% fulfillment rate for quarterly shipments through accuracy during the billing process and consistent communication on declined credit cards and other recovery tactics.

3. Accurately process all wine club shipment orders through FedEx / UPS.

4. Responsible for the distribution of declined credit cards after each batch billing to the Wine Club Sales Associate Team.

5. As a job expert for all areas of Wine Club Fulfillment, the incumbent will act as an immediate resource for training on back-of-house operations for the Wine Club Team in partnership with the Wine Club Operations Coordinator.

6. Responsible for building out the staffing schedule needed for fulfillment and for forecasting product needs for Wine Club Fulfillment & Shipping.

8. Assembles the quarterly Pickup Lists for on-site operations and executes all scheduled fulfillment operations in coordination with the Wine Club Calendar.

9. Develops Excel Spreadsheets to assist with forecasting needs for Wine Club based on volume, expenses & location.

10. Act as liaison between Wine Club Fulfillment Team, Winery Stockroom Team and the Winery Oval Road Warehouse Team as it pertains to Wine Club Fulfillment needs.

11. Continuously improves upon communication with the on-site Wine Club Team at the Winery along with the off-site Oval Road Warehouse Team, through consistent and thorough email, phone, and in-person communication.

12. Set up and organize the layout for shipping and make certain the efficient use of warehouse space at the Retail Fulfillment facility and Oval Road Warehouse.

13. Logging and tracking expenses for Wine Club Fulfillment in coordination with Retail Fulfillment Manager & Wine Club Manager.

14. Receives all Wine Club wines against the purchase orders.

15. Manages the receiving and processing of all Wine Club returns.

ADDITIONAL RESPONSIBILITIES

1. Provide consistent communication with the remainder of the Wine Club Team, including but not limited to Wine Club Sales Assistants, Wine Club Operations Coordinator and Wine Club Manager.

2. Maintain a clean, hazard-free work area at all times.

3. Operate forklift to load and unload pallets of wine from trucks.

4. Attend and provide support for Wine Club Events, Functions and Guest Facing activities as needed.

5. Step in to help with Wine Club Sales Assistant responsibilities as needed.

6. Adhere to Biltmore - Retail uniform standards when in guest-facing areas.

7. Provide general assistance and support for leadership, department, and company.

QUALIFICATIONS

1. High school diploma required. Additional education, training, and / or certification(s) preferred. Ideal candidate will have some college.

2. At least two (2) years of related administrative or fulfillment experience, preferably in a hospitality, wine, retail, or other similar guest service environment required.

Equivalent combination of education / experience may be considered.

3. Demonstrated commitment to delivery of world class internal / external guest service.

4. Basic accounting skills; able to administer, track, and report on billing activities.

5. Proficiency with Microsoft Word, Excel, Outlook; knowledge of bLoyal and / or CounterPoint SQL a plus; ability to quickly learn Biltmore's systems, products, services, protocols and procedures.

6. Excellent interpersonal and communication skills (verbal and written); must be able to convey information clearly,concisely, and effectively to a wide variety of different audiences verbally, in writing and / or by phone;

proven telephone etiquette skills required.

7. Strong planning, organizational, and project / time management skills; superior attention to detail and a focus on quality;

prioritizes work under deadlines.

8. Proactive, exercises good judgment; creatively problem solves; anticipates, troubleshoots; build positive working relationships at all levels.

9. Ability to work a flexible schedule including evenings, weekends and holidays.

10. Ability to exhibit professionalism in both appearance and demeanor; working effectively and professionally in a corporate setting.

PHYSICAL REQUIREMENTS

1. Ability to stand / walk for extended periods of time.

2. Ability to lift 50 pounds frequently.

3. Must be able to kneel, bend, stoop, reach overhead and below.

4. Manual dexterity for retrieving, packaging and data entry.

5. Ability to climb ladders. 6. Ability to operate equipment and machinery.

Last updated : 2024-05-01