Office Coordinator

Office Coordinator

Do you have a knack for details, some great admin experience under your belt, and a desire to kick-start your career in office coordination, HR, and event planning? We would LOVE to talk to you about joining our team here at WX!

We have an opening for a dynamic admin Individual to join our hard working & fun-loving Office Management and HR team. You will spend your days being the driving force behind a wide variety of tasks including setting up meetings, planning employee events, ordering supplies, running out on office errands, coordinating interviews and so much more! This role is office-based which requires being present in our office Monday-Thursday with Fridays flexible to work remote when possible.

Who are we?

WX Brands in Novato, CA is one of the largest wine companies in the US, We have a unique portfolio of proprietary wine brands that are sold across the United States and around the world. In addition to our proprietary brands, WX develops exclusive brands for major retailers around the world.

You can learn more about us at www.wxbrands.com

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Here is a breakdown of the primary responsibilities:

Front Desk Management/Office Assistant –55%

• Maintain positive professional presence at front desk, greet visitors, answer phone, monitor voice mail, and respond to in-office requests.
• Assist with general administrative duties as needed including but not limited to:
  • preparing correspondence
  • copying, scanning, and filing
  • sorting and distributing office correspondence
  • assisting with mail merge and shipping projects
  • completing executive expense reports
  • coordinating offsite storage requests
  • processing admin invoices by sending them to payables, preparing GL coding, and approving them in the system
  • managing office keys, key fobs, and security codes
  • communicating with building management as needed
  • running office errands
  • providing administrative support to other departments with special projects on an as-needed/as-available basis
• Assist with meeting coordination including:
  • coordinating in-office and virtual meetings
  • scheduling all company annual meetings and special events
  • assisting with OC off site meetings
  • assisting guests and visiting employees with conference room AV
  • assisting senior leadership with scheduling meetings
  • coordinating travel arrangements and hotels accommodations
  • placing and managing delivery of meeting lunch orders
  • making dinner reservations
  • general upkeep of conference rooms
• Stock and organize inventory in supply room, kitchen, and conference rooms. This includes:
  • ordering snacks and supplies from Costco, Amazon, Staples, etc.
  • unloading the dishwasher
  • identifying any issues and address with building management and janitorial service
  • maintaining scanner email addresses
  • keeping office cabinet inventory at optimal levels
  • managing vendors and identifying cost reducing office supply solutions
• Assists Office Manager on overflow tasks; calls, emails, errands, etc.

Event Coordinating and Company Culture 35%

• Assist in corporate event planning including:
  • identifying themes and locations for major corporate events such as Giants baseball games, WX Family picnic, holiday parties, and sales meeting events
  • coordinating with vendors for site visits and contract reviews. This includes hotels, caterers, site venues, A/V providers, etc.
• coordinating in office moral events such as lunches, wine tastings, costume parties, holiday decorating contests, and employee recognition
• coordinating company volunteer and charitable projects
• publishing the monthly newsletter
• creating internal advertising and proactively generate excitement and participation in the events

HR Assistant – 10%

• Provide recruitment assistance scheduling in-person interviews
• Collect applications and interview evaluation forms
• Organize new hire onboarding (new hire paperwork, orientation schedule, etc)

Here is what we need you to bring to the table:

Requirements

• Minimum of 1 year of experience in an office environment in a support capacity
• Must be 21 or older
• Enthusiasm and professionalism - you are often the first face for WX Brands, a friendly professional demeanor is important
• Acute attention to detail
• Strong organizational and problem-solving skills; ability to manage priorities and workflow.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm
• Excellent verbal and written communication skills
• Ability to work independently with minimal direction
• Demonstrated experience with professional email writing.
• Ability to deal effectively with a diversity of individuals at all organizational levels.
• Good judgement with the ability to make timely and sound decisions
• Demonstrated ability to plan and organize projects.
• Commitment to excellence and high standards
• Proficient o\in Microsoft Word, Excel, and PowerPoint.
• Intermediate to advanced skills in MS Outlook.
• Must possess a valid license and clean driving record. Ability to use personal car for errands regularly.

Perks:

WX offers a competitive benefits package including PTO starting at 19 days per year. We offer an entrepreneurial environment that promotes career growth by leaps and bounds while being part of a team-oriented environment that knows how to have fun!

About Us:

Founded in 1999, WX is a privately-owned innovative beverage alcohol company that produces products in 14 countries, on 5 different continents, and ships to 103 countries in Asia, Europe, Australia, and North America. With offices located in Novato, CA and London, WX offers a unique working environment, with the fast pace of an entrepreneurial start-up and the down-to-earth atmosphere found in the Northern California wine industry. We seek people who are passionate about making a difference in the industry and their careers.

WX Brands is ranked the 13th largest wine company in the U.S. In 2021, 2022 & 2023, WX Brands was named by North Bay Business Journal as one of the best places to work.

Salary : $21 - $23