Administrative Specialist

Location: Saint Helena

Administrative & DTC Sales Coordinator

Scale Wine Group | Napa / Bay Area

Scale Wine Group is a growing wine wholesale and marketing company representing exceptional wineries. We are seeking a highly organized, proactive Administrative & DTC Sales Coordinator to support our Founder and Vice President while helping streamline operations, communications, and direct-to-consumer (DTC) sales initiatives.

This role is ideal for someone who enjoys wearing multiple hats, thrives in a fast-paced environment, and has a strong interest in wine, logistics, and client support.

Key Responsibilities

Administrative & Office Support:

Provide day-to-day administrative support to the Founder & Vice President
Answer phones and manage general inboxes (info@ accounts)
Respond to general inquiries from distributors, wineries, and partners
Manage office and cellar inventory, including weekly updates and new releases
Order samples, coordinate pickups and deliveries, and manage sample shipping
Maintain office supplies, cleaning supplies, and office snacks
Support special projects and team needs as they arise

DTC Sales & Fulfillment Support:

Manage DTC platforms for Scale Wine Group
Maintain accurate product, pricing, tax, and shipping information
Prepare and upload orders to fulfillment partners
Coordinate inventory transfers between warehouses and fulfillment houses
Assist with tastings, including order forms and order entry

Events & Projects:

Support planning and execution of key annual events, including:
Portfolio Tasting (February)
Bottle Rock
Team Retreat
Holiday gift mailing and company events

Qualifications:

Strong organizational and communication skills
Detail-oriented with the ability to manage multiple priorities
Comfortable with email, inventory systems, and order platforms
Interest in wine and wine sales logistics strongly preferred
Ability to work independently and as part of a small, collaborative team

Why Join Us?

Work closely with leadership at a growing wine company
Gain exposure to wholesale, DTC sales, and wine marketing
Dynamic role with variety, responsibility, and growth potential

Job category:
General Administration and Other