Operations Support Specialist

POSITION STATEMENT:

The Operations Support Specialist (Wine Wholesale) provides day-to-day administrative and operational support to ensure reliable data validation, reconcile data across multiple systems, and maintain pricing structures and updates. This role partners with Business Intelligence, Sales, and Finance to maintain accurate item and customer data and pricing, manage third-party data collection, support reporting, troubleshoot pricing and data issues, and maintain business rules and reporting documentation.

ESSENTIAL DUTIES AND RESPONSIBILITIES - Current duties may be changed if job requires and/or additional duties may be assigned if necessary.

• Maintain accurate item, pricing, and customer master data (items, vintages, pack sizes, UPCs, pricing tiers, discounts, taxes/freight) in our ERP/Trade Promotion Spend system.
• Support sales teams with deal setup, pricing approvals, pricing changes.
• Verify and approve invoices submitted through Sales force by validating and ensuring accurate integration into ERP system.
• Validate and reconcile expenses from Salesforce reporting tools to support accurate month-end close results
• Manage and import of T&E budgets and execute ongoing budget adjustments to maintain accurate visibility of total spend versus budget.
• Research discrepancies and ensures timely resolution.
• Manage 3rd party vendors and data collection process.
• Document standard operating procedures (SOPs), maintain checklists, and recommend process improvements to reduce errors and improve service levels.
• Monitor shared queues/inboxes and respond to requests within defined service levels; escalate issues as needed.
• Maintain accurate records in business systems (Data Management System/ERP/ticketing tools); verify data quality and resolve discrepancies.
• Coordinate with cross-functional teams (Operations, Finance, Sales, Customer Support, IT) to resolve operational blockers.
• Support month-end/period-end activities by reconciling items, gathering documentation, and following standard checklists.
• Assist with onboarding/training support and provide guidance on operational processes and tools.
• Ensure work aligns with relevant policies, audit requirements, and data/privacy practices.
• Perform other related duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION, EXPERIENCE and SKILLS

• High school diploma or equivalent required; associate or bachelor’s degree in business, supply chain, or a related field preferred.
• 3-5 years of experience in operations support, order management, customer service, logistics, or back-office support (wholesale/distribution experience strongly preferred).
• Proficiency with Microsoft Office, especially Excel (filters/sorts, V-Lookups, basic formulas); comfort learning ERP/wholesale management systems.
• Strong attention to detail with the ability to manage multiple tasks and deadlines.
• Strong communication skills and ability to coordinate across Business Intelligence, Sales, and Finance.
• Ability to prioritize in a fast-paced environment with daily cutoffs and time-sensitive customer needs.
• Ability to follow defined processes, identify exceptions, and escalate appropriately.

PHYSICAL DEMANDS

The physical demands described here are representative of those required by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the incumbent is regularly required to use their hands and eyes for PC use; reach with hands and arms; talk and hear. The incumbent is required to stand; sit; stoop, kneel, crouch; see, taste and smell alcohol products. The incumbent must be aware that the job involves distribution of alcohol beverages and recognizes that the company in no way encourages excessive or unnecessary drinking of alcoholic beverages while exercising the duties of this job. The incumbent must occasionally lift and/or move up to 50 pounds at a time, the approximate weight of a case of wine. 

ADDITIONAL REQUIREMENTS

• Current valid driver’s license
• Good time management skills
• Operational excellence: Organizes work, follows checklists, and maintains high accuracy.
• Problem solving: Investigates root causes, proposes options, and partners with others to resolve issues.
• Collaboration: Works effectively across teams and communicates status clearly.
• Customer focus: Responds promptly and professionally to internal/external team needs.
• Continuous improvement: Identifies inefficiencies and supports process changes.
• Confidentiality: Handles sensitive information responsibly.
• No DWI offenses or illegal drug use
• Employee must comply with all federal, state and local laws and regulations which govern the alcoholic beverage industry and maintain at all times the highest ethical business standards and fiduciary duty on behalf of the company and its customers.

PREFERRED EXPERIENCE

• Experience in wine and spirits wholesale distribution, supplier management, finance
• Hands-on experience with wholesale/wine industry systems (e.g., Tradeparency, VIP, and/or ERP/CRM platforms
• Experience with Power BI
• Experience supporting supplier programs such as billbacks/depletions, pricing programs, and promotion tracking.
• Experience supporting reconciliations, invoicing, procurement, or inventory-related processes.
• Exposure to process improvement methods or documenting SOPs.