Office Manager

Job Description:

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.

Please note that this position requires regular on-site attendance. The office is conveniently accessible via MTA train and bus routes, and we strongly prefer candidates whose commute is manageable and aligns with the location.

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.
• Review monthly financial statements and create ad hoc financial reports.
• 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.

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, Elmira, and other 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).
• 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.
• Bilingual or multilingual communication skills are a plus. We welcome candidates who are fluent in a second language, as this can be valuable when interacting with diverse vendors, customers, and internal partners.

he expected pay range for this role is $60,000 - $70,000. Actual placement within range will be contingent upon several factors, including but not limited to the candidate's qualifications, education, experience, internal equity, union status (where applicable) and alignment with market data. Prestige Beverage Group offers eligible team members and their dependents comprehensive health benefits and programs, which include medical, dental, vision, life insurance, health savings and flexible spending accounts. Other benefits for eligible team members include 401(k) with an employer match, short term disability coverage, company-paid long term disability insurance, generous paid time off (PTO) plans and paid parental leave.

Prestige Beverage Group is an equal opportunity employer, committed to fair treatment and hiring based on qualifications. We prohibit discrimination based on race, color, religion, gender identity, sexual orientation, age, disability, military status, or any other protected status under applicable laws.

Johnson Brothers is an equal opportunity employer, committed to fair treatment and hiring based on qualifications. We prohibit discrimination based on race, color, religion, gender identity, sexual orientation, age, disability, military status, or any other protected status under applicable laws.

Worker Sub-Type:

Regular

Time Type:

Full time