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Brewery Administrative Assistant

Brewery Administrative Assistant

This position is responsible for the administrative support of day-to-day business operations.

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Reception

Greet all staff and visitors entering the office in a professional, positive manner; serve as the “face of Dust Bowl,” and establish a great first impression of Dust Bowl.

  • Telephones

Answer incoming calls in a professional, friendly manner; qualify callers’ needs and assist or route to an appropriate staff member; serve as a barrier/qualify cold calls; understand overall business operations to assist with inquiries and/or route to the best staff member; check messages and handle or route accordingly.

  • Compliance

Ensure all required checks/maintenance/supplies are up to date with all first aid kits in Taproom and Brewery; work with HR dept. on meeting compliance standards as needs arise.

  • Shipping

Handle incoming office deliveries; deliver packages to staff; coordinate outgoing mailings (UPS/FEDEX/USPS/etc.); maintain and/or order required shipping supplies, such as envelopes, boxes, carrier supplies, beer mailers, etc.; coordinate returns on an as-needed basis; coordinate media mailings of beer releases; maintain media mailing lists; research influencers/media outlets; ship beer upon request of brewery/sales/marketing staff (contests following contest protocols, wholesaler samples, etc.); fan mailings. Execute all online shipping orders, including beer and merch; packing and assembly of orders; maintain product platforms supporting shipping platforms.

  • Brewery Deliveries

Answer calls from truck drivers at the gate or on the property; alert brewery receiving staff; open gate as needed.

  • Visitor Coordination

Stand and greet all brewery and office visitors in a friendly, professional manner; ensure visitor protocols are being followed as required by FDA; all plant visitors must sign in and sign out, and sign a Visitor Agreement; provide plant visitors with required, numbered Visitor Badge and safety/sanitation items; maintain visitor paperwork; contact brewery employee to alert of visitor(s) arrival; determine if staff will come to retrieve guest(s) or accompany the visitor to the staff member; staff member to/from meetings must accompany visitors.

  • Office Supplies

Monitor and order supplies as needed; research supplies as needed by administrative/brewery staff; set up/follow protocols to ensure supplies are on hand; help maintain communal work areas.

  • Office Equipment

Oversee maintenance/repairs of office equipment, such as copiers, printers, computers, laminators, paper cutters, etc.; train staff on usage; research best equipment for staff needs.

  • Administrative Support

Provide organizational support, such as filing, label making, organizing, preparing documents, collating packets, etc. for administrative and brewery staff.

  • Gift Card Management

Coordinate staff gift cards, including monthly loading, tracking of cards, set up for new employees, canceling of previous employees; provide support of Employee Discount Cards as needed. Administer gift cards to consumers for service or product quality issues as well as for Secret Diners.

  • Corporate Communications

Monitor social platform reviews (Yelp, Trip Advisor, Google, Facebook, Resy, etc.) and post responses from provided examples; monitor/track Untappd site, providing numerical data/timeline tracking; alert pertinent staff to concerning reviews that require immediate attention; keep website content up to date with support from marketing dept. (events, draft beers, packaged beers).  Respond to Dust Bowl’s incoming informational email inquiries utilizing standardized messaging and route them to the appropriate staff. Gather review data and create monthly SWOT Customer Experience reports.

  • Corporate Stewardship

Coordinate goodwill donations to organizations based on Marketing Manager input/approval; handle communication (verbal and written) to organizations requesting beer for events and auction donations, such as gift cards; monitor/track return of kegs and borrowed equipment, such as hand taps and tap handles; track donations in shared Excel spreadsheet; create annual reports on corporate stewardship data (# of organizations served, quantity and value of donations, used/unused gift cards, etc.).

  • Brewfests & Sales Events

Coordinate events for the sales team under the direction of the Chain Account Manager, including communication, submitting paperwork, ordering products, logging event calendar, posting on the website, etc.

  • Marketing Support

Research/order Point of Sale/marketing support materials, such as stickers, keg rings, event giveaways, and branded merchandise; maintain a supply of ongoing materials; assist with event coordination and execution. Submit /monitor TTB submissions per the direction of the Director of Marketing & Communications. Maintain marketing folders/filing system/hierarchy in DropBox. Organize/maintain marketing materials; support the sales team in requests for marketing giveaways, displays, etc.

 

Competencies

  • Problem Solving

Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem-solving situations.

  • Technical Skills

Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

  • Teamwork

Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views; Gives and welcomes feedback; Contributes to building a positive team spirit. Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed.

  • Quality

Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

  • Attendance/Punctuality

Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

  • Dependability

Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals.; Completes tasks on time or notifies the appropriate person with an alternate plan.

Preferred Education and/or Experience

Associate degree (A. A.) or equivalent from a two-year college; or at least one-year related experience and/or training; or equivalent combination of education and experience. Courses completed in the area of Business Administration and/or Communications are preferred.

Computer Skills

Familiar with MS Windows operating systems and MS Office applications. At a minimum, intermediate-level skill with Excel and Word. Experience with WordPress and shipping platforms (UPS, FedEx, etc.) preferred. Entry-level experience with graphics programs and Word Press a bonus, but not required.

Language Skills

Ability to read and effectively interpret documents and manuals. Ability to write routine reports and correspondence. Ability to effectively communicate with customers and employees.

Mathematical Skills

Ability to calculate figures and amounts such as discounts and percentages. Ability to create tracking reports that may require conversions, i.e., quantities to values.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment

While performing the duties of this job, the employee regularly works in an office setting located in the office reception area with varying degrees of temperature. The position will occasionally be required to work in the warehouse environment to facilitate shipment activities, gather materials, take inventory, and/or coordinate special projects.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Regularly required to use hands and fingers to handle, feel, or operate objects, tools, or controls, and reach with hands and arms.

  • The employee is frequently required to walk, stand, talk and hear, bend, and stoop.
  • Must be able to lift 25 lbs. or push a cart with supplies and/or packages.
  • Must travel up and down 45 steps as required.
  • Must have good hand and eye coordination skills.
  • Must be able to work around moving equipment
  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Position Type/Expected Hours of Work

This is a regular, full-time, hourly position. Variable days and core hours of work are Monday through Friday, 8:00 a.m. to 4:30 p.m.  Position requires meal and break periods away from the desk.  The meal period must begin no later than the end of the 5th hour worked, (12:45 p.m.).

Travel

Local travel to various worksites, vendors, or local stores is required.

Additional Eligibility Qualifications

Valid CA Driver’s License

DMV Driver’s report

Reports to

Director of Marketing & Communications

Classification

Nonexempt

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

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Brewery & Taproom
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