Administrative Specialist

Administrative Specialist

City Moonlight W&L
Manhattan, New York

40k - 50k · Full time


Job Description

We are looking to hire an Administrative Specialist to join our team at City Moonlight W&L! The new Administrative Specialist will be responsible for overseeing the administrative activities of the company.

City Moonlight W&L is a young wine import and distribution company with a strong presence of distributing Spanish wine. Our passion to import and distribute high-quality wines in the United States market emboldens our hard work which is strongly reflected in every aspect of our business. It has driven us to exceed our expectations in terms of growth, therefore we now find ourselves in need to expand our back-office department.

We are committed to finding a person that is up for the challenge, has the required skills, is willing to grow with us, and become the next leading figure in our management team. The Administrative Specialist will provide on-site support to the CEO and Founder by performing general administrative and office work. They will serve as the primary liaison for general logistics, financial processes, communicating with stakeholders, customers, and sales representatives.


Manage records and information on a day to day basis
Conduct activities related to processing daily priority customer and sample orders, manage warehouse receipts, store files and address warehouse requests
Manage Account Receivables and Account Payables follow ups daily
Interact with warehouse management system (ScribeBase) to validate and process customer and sales rep request
Encourage and improve cross-department internal communication
Perform other office tasks such as: replenish samples supplies, receive and classify mail, custodial duties, etc.
Ensure legal Compliance with NY-SLA and TTB
Shipments validation and troubleshooting with warehouse during the day on real time
Confer and correspond with warehouse supervision to rectify problems such as damages, shortages, and non-conformance to specifications.
Liaise with company stakeholders in resolving priority orders and or inventory concerns
Ensure timely collection and submission of all documentation related to priority day shipment and receipts
International freight organization and compliance
Performs other duties as assigned

The successful candidate will exhibit proficiency in:

Microsoft Excel
Microsoft Word
Microsoft Outlook
Ability to effectively communicate in both written and verbal form
Minimum 2-year experience in administrative services or other related fields
Previous experience with database-type invoicing and warehousing system such as ScribeBase
Ability to juggle multiple projects, assignments and priorities in a fast-paced environment
Ability to follow through and provide excellent customer service
Strong organizational skills
Must be comfortable with working on strict deadlines with no grace period
A sharp attention to detail and solves problems
Previous experience with database-type invoicing and warehousing systems such as ScribeBase is strongly preferred

Highly Valued Knowledge and Skills:

Advanced Microsoft Excel
Fluent in Spanish
Fluent in other languages preferred but not required.
Alcohol Industry experience
Quickbooks data entry
CRM/EPR experience
International trade experience
Wholesale distribution experience
We work in a fully sanitized office where everyone is required to be vaccinated.

Sick leave
Parental leave

More about City Moonlight:

Beverages served
Company features
Use SevenFifty
Tasting room