Office Manager

We are seeking a highly organized, proactive Office Manager to serve as the operational backbone of our NYC Metro office. This role ensures the daily smooth functioning of our office environment, manages critical administrative workflows, and acts as a key point of contact for vendors, building management, and internal teams across the company.

The ideal candidate is detail-oriented, a clear communicator, and comfortable juggling a variety of tasks, from facilities maintenance and supply management to financial processing and sample logistics.

Key ResponsibilitiesOFFICE & FACILITIES MANAGEMENT

• Lead the daytoday operations of the office, maintaining a clean,
• organized and professional environment at all times, including
  
  

communal areas, kitchen, tasting room, supply stations, and printer/copy areas.

• Coordinate schedules, meetings, calendars and office events and maintain a welcoming environment.
• Schedule meetings and wine tastings across multiple meetings spaces and locations.
• Conduct regular walkthroughs to proactively identify and resolve
  
  

maintenance issues, clutter, or supply gaps before they affect team productivity.

• Serve as the primary point of contact for building management;
  
  

coordinate facility maintenance requests, staff and guest access, and issue resolution.

• Manage weekly kitchen appliances/maintenance procedures.
• Coordinate with building superintendent and service vendors (HVAC, mail/postage) for maintenance needs.
• Ensure daily conference room readiness: ensure equipment is
  
  

functional, rooms are clean and properly set up, and technology issues are addressed promptly.

• Implement procedural improvements for efficiency.
• Oversee and stock all office, cleaning, and bathroom supplies.
  
  

INVENTORY AND SUPPLIES

• Maintain and track all office and winerelated inventory
  
  

(>1000 items), including shipping supplies, tasting equipment

• Manage office supply inventory; monitor stock levels, place orders, and ensure supplies are stocked, organized, and accessible.
• Maintain organized records for vendor contracts, office expenses,
  
  

and facilities-related documentation; support basic expense tracking in Excel.

• Coordinate monthly and [asneeded] orders from supply companies
  
  

for office needs.

ADMINISTRATIVE & EMAIL MANAGEMENT

• Monitor and triage the office’s general inbox (info@): route producer
  
  

inquiries, customer requests, and job applications using established

“reply to” templates.

• Manage inbound check processing.
• Maintain an accurate operational calendar and support. crossdepartmental communication.
• Correspond with vendors and accounts on behalf of the office as needed.
• Support onboarding logistics for new employees, including coordinating workspace setup and building access.
• Back up support to the Executive Team with administrative
  
  

& ad hoc tasks.

• Anticipate and plan for the operational needs of a growing office,
  
  

contributing to facilities planning as the company grows.

SAMPLE LOGISTICS

• Coordinate weekly sample transfers (Mondays and Wednesdays):
  
  

print sign-out sheets, organize bottles by rep/PM, and categorize by use type (SAMP, BS, INS, DON, RPL, etc.)

• Sign out all samples accurately in the system; route specialuse
  
  

samples appropriately (Hand Delivery, Donations, Replacements,

In-house Tastings).

• Manage outbound sample shipments via FedEx and UPS: ensure
  
  

compliance labeling, schedule pickups, and confirm large or rushed shipments with executives.

QUALIFICATIONS

• Must be 21 years of age
• Must handle some heavy lifting of cases
• Comfortable with working around wine & spirits
• Must present well to the public in both conversation and appearance
• Exceptional organizational skills and ability to manage multiple concurrent tasks
• Excellent written and verbal communication skills
• Ability to work independently and in a fastpaced environment.
• Comfortable with financial processes including check handling, deposits, and petty cash management
• Proficiency with Microsoft Office 365 (Word, Excel, SharePoint)
  
  

and general comfort with digital tools and systems