Warehouse Client Services Coordinator

Company Description

Castle & Key Distillery is a one-of-a-kind bourbon destination with a rich history and a commitment to crafting inspired spirits. Known for its exceptional quality and unique heritage, the distillery is dedicated to delivering memorable experiences to its customers. Located in the heart of bourbon country, Castle & Key welcomes visitors and spirits enthusiasts to be part of its story. The company fosters a collaborative and innovative work culture.

About the Role:

The Warehouse Client Services Coordinator must be an excellent communicator, a self-starter, and very organized. As thisis a dual role between warehouse and production functions while assisting the Data Department, time management will be crucial to the success of this position. The ability to effectively plan and forecast as it relates to the position will be necessary. The ideal candidate will be highly adaptable and able to make quick adjustments as needed. This person will be required to provide internal and external customer service with a focus on professionalism.

This position will be located on-site at Castle & Key Distillery

Role Responsibilities:

Warehouse Services Functions

• Develops and manages all aspects of the warehouse schedule, including but not limited to barrel deliveries, barrel pulls, transfers in of spirits, and sample pulls.
• Develop pull sheets and labels for requested sample pulls.
• Package and ship clients’ requested barrel aged and new make distillation samples.
• Verify barrel locations and create barrel pull sheets.
• Generate Bill of Lading and Transfer in Bond paperwork for all outgoing shipments.
• Conduct and balance EOM barrel inventory counts.
• Prepares EOM inventory reports for all warehouse clients.
• Oversees warehouse storage layout along with availability of space, and strategizes and coordinates barrel consolidations as needed to manage this.
• Keeps informed of production schedules for warehousing, bottling, and distillation to effectively plan ahead for barrel pulls and warehouse space.
• Liaison for effective and quick front line email and phone communication between Castle & Key and contract clients on the following but not limited to:

Warehouse Schedule

Warehouse barrel and sample pulls

Barrel Inventory

• Meets and collaborates weekly with Warehouse Manager to discuss warehouse schedule, staffing adjustments required to successfully execute planned schedule.
• Prepares for and escorts clients and/or their agents through barrel inventory audits in rackhouses as required.

Data Department Functions

• Execution of barrel in/out transfers in bond through operating software and review of documents related thereof.
• Reviewing newly filled barrel internal transfer paperwork for accuracy between serial number recording and operating software locations.
• Maintaining the current status and accuracy of client warehouse contracts and collaborating with the Regulatory Analyst when renewals are required.
• Compilation of charges assessed and dissemination of monthly warehouse invoices to storage client partners via collaboration with the accounting department.
• Accurately queueing harvested barrels for dumping into the processing account using operating software.
• Collaborates with the Data Manager on information needed to balance EOM TTB Compliance Reports.
• Maintaining records of client owned barrel inventory sales and processing the transaction through all data channels for proper inventory control.

Qualifications:

• Bachelor’s degree in Business or Communications.
• 2 years experience in a client facing or stakeholder business setting.
• 2 years experience managing and leveraging CRM systems preferred.
• Solid proficiency with Microsoft Excel & Google Sheets with a proven aptitude to create automated functions preferred.
• Strong interpersonal communication skills with the capability to build key client partnerships.
• Demonstrated prowess to multitask with a high attention to detail.
• Ability to manage multiple clients and projects simultaneously, meet deadlines, and stay organized.
• Capacity to execute, solve problems, and deliver results in a demanding and fast-paced environment.
• Self-starter who is client focused and reacts positively to high-stress situations.