Office Manager-Operations/Logistics

Job Description:

Nestor Imports Inc, established in 1984, imported and distributed wine, spirits, and beers from Greece and Cyprus. In 2016 it was appointed as the exclusive US importer of the largest Greek beers: FIX Hellas & Mythos.

Nestor Imports Inc. and its affiliated companies established the biggest Greek distribution network in the United States. More than 36 states now carry these products.  Prestige Beverage Group continues this tradition, by maintaining these partnerships and creating new ones as well

Position Summary

We are seeking a highly organized and experienced Office Manager to lead day-to-day administrative, logistics, financial, and compliance functions within our NY beverage distribution operations. This role is pivotal in maintaining efficient workflows across purchasing, pricing, accounting, inventory, and vendor management systems. The ideal candidate has strong leadership abilities, a detail-oriented mindset, and experience working in the beverage/alcohol industry.

This position is in office 5 days a week. Some flexibility working remotely on occasion.

Close to MTA train or bus routes.

Purchasing & Inventory Management

• Create, receive, and manage purchase orders (Hanover, Prestige) and resolve discrepancies for JBL NY retail.
• Develop and update inventory projections specific to the NY market.
• Process and approve invoices related to incoming shipments.
• Oversee processing of unsaleables and manage product samples and demo submissions.
• Support the annual physical inventory process.
• Prepare and analyze monthly NY & NJ discount reports and period close reports

Pricing & Product Management

• Maintain product pricing, cost structures, discounts, and DAs in AS400.
• Manage NY-specific pricing on platforms like Beverage Media and SevenFifty.
• Oversee sales incentive programs

Logistics Coordination

• Arrange and maintain shipping schedules with freight carriers (Hanover, Gordon Logistics, Fleetwood).
• Coordinate courier shipments in and out of the office.

Administrative & Office Management

• Supervise office staff and operations to ensure smooth day-to-day functionality.
• Approve HR and payroll items and support staff with daily operational needs.
• Assign and manage retail account setup and staff credentials (AS400, Beverage Media, SevenFifty).
• Manage monthly corporate credit card expense reporting.

Compliance & Finance

• Review and submit NY excise tax forms.
• Handle billbacks including RIPS, handling fees, samples, and other miscellaneous charges.
• Act as Accounts Payable approver and oversee monthly sample reporting.
• Assist in maintaining regulatory solicitor permits and EDI relationships (DC Flynn, Costco).

Facility & Safety Oversight

• Manage office facilities including waste disposal, supply ordering, and light IT troubleshooting.
• Serve as the Safety Training Coordinator ensuring compliance with safety protocols.

Qualifications

• 5+ years of experience in operations, office management, or logistics within the beverage/alcohol or distribution industry.
• Proficiency in AS400, Beverage Media, SevenFifty, or EDI platforms (e.g., DC Flynn, Costco).
• Proficiency in Excel with data analytics, reporting, pivot tables and formulas.
• Strong organizational and multitasking abilities.
• Leadership experience with a proven track record in supervising cross-functional teams.
• Excellent communication and problem-solving skills.
• Understanding of NY excise tax filings and other regulatory compliance is a plus.

Preferred

• Experience training and onboarding staff across multiple business systems.
• Financial acumen and familiarity with period-end close and reporting.
• Ability to adapt to changing priorities in a fast-paced environment.
• Fluent in Greek language

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