Office Coordinator

JOB TITLE:

Office Coordinator

DEPARTMENT:

Human Resources

REPORTS TO:

VP of Human Resources

LOCATION:

Miami Office - Hybrid (Flexible Schedule Required)

Position Overview

The Operations Coordinator is an entry-to-mid level role designed for a high-potential professional with exposure to Executive Team, HR, Marketing, & Operations who is eager to grow within a dynamic organization. This role supports Marketing initiatives, Office Operations, and Human Resources functions while providing cross-departmental coordination and administrative support. The position offers growth opportunities based on performance, strengths, and organizational needs.

KEY JOB RESPONSIBIILITIES:

Executive Responsibilities

·      Prepare agendas and materials for all business meetings.

·      Board presentation preparation and support (April, June, December).

·      Maintain and update corporate presentations.

·      Oversee coordination of Executive Travel.

·      Support Executive projects as assigned.

Human Resources Responsibilities

·      Assist with onboarding and new hire paperwork.

·      Maintain employee personnel files and HRIS records.

·      Support benefits administration and enrollment coordination.

·      Assist with interview scheduling and candidate communications.

·      Support payroll coordination and documentation tracking.

·      Maintain organizational chart updates.

·      Track training participation and compliance documentation.

·       Assist with employee engagement initiatives.

·       Oversee business card ordering and inventory.

·       Prepare employment verification letters as needed.

·       Support HR projects and policy updates as assigned.

Marketing Responsibilities

·       Prepare and submit ratings documentation and submissions.

·       Coordinate and compile monthly Nielsen reporting.

·       Assist in creating and maintaining marketing dashboards and analytics reports.

·       Assist in coordination of distributor education trips and logistics.

·       Assist with corporate website updates and content maintenance.

·       Support Marketing projects as assigned.

Office & Culture Responsibilities

·       Manage office supplies order/restock.

·       Assisting VP of Operations with office premises, fixture and furniture maintenance management.

·       Coordinate company volunteer day initiatives.

·       Organize holiday parties and office events.

·       Manage seasonal office decorations and holiday setup.

·       Coordinate office food programs, perks, and corporate lunches.

·       Lead and coordinate a monthly aperitivo to promote cross-department collaboration.

·       Support & coordinate logistics for the annual National Business Meeting and company awards

programs.

DESIRED SKILLS AND EXPERIENCE:

Requirements:

·       Bachelor’s degree preferred or equivalent experience.

·       1–3 years of administrative, marketing, or HR support experience.

·       Strong organizational and multitasking skills.

·       Proficiency in Microsoft Office (Excel, PowerPoint, Word).

·       Strong written and verbal communication skills.

·       Ability to work independently and collaboratively across departments.

Physical and Mental Requirements

·       Physical Demand: This role involves a combination of sedentary office work and active logistics

support. Must be able to sit, stand, and move about the office and distribution areas.

·       Communication: Must be able to "communicate" and "exchange" accurate information clearly and

empathetically with management and outside entities; vendors, employees, etc.

·       Mental Demand: Must be able to work independently and as part of a team, managing multiple tasks

with reliability and punctuality.

Compensation & Benefits

·       Competitive base salary

·       10% annual performance-based bonus

·       100% employer-paid medical benefits

·       401(k) plan

·       Paid Time Off: 3 weeks in first year, 4 weeks beginning second year

·       Strong career growth opportunities within the organization.

ADDITIONAL NOTES:

Schedule & Flexibility Requirements:

This position is based at our office in Miami Beach, FL 33139. Candidates must be comfortable commuting to and working from this location.

Following successful completion of training, the position will transition to a hybrid work arrangement, subject to company policy and business needs.

FLSA Status:

Non-exempt

EEOC and ADA Statements:

HERITA USA is an Equal Employment Opportunity employer. We are committed to maintaining a diverse and inclusive environment free from discrimination and harassment in accordance with the ADA and all federal and Florida labor regulations.

Reasonable Accommodation:

In accordance with the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

Disclaimer:

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.

About Herita USA:

HERITA USA is a leading fine wine import company representing premium and ultra-premium wine estates and over thirteen world-renowned wineries throughout the United States, including Santa Margherita, Torresella, Ca' del Bosco, Masi, ROCO, Kettmeir, Lamole di Lamole, Sassoregale, Sella Antica, Fattoria Sardi, Cà Maiol, Giovanni Rosso, and Cantina Mesa. The wine portfolio is a dynamic and diverse mosaic of the finest wine regions, including the Veneto, Alto Adige, Franciacorta, Willamette Valley, Lugana, Tuscany, Sardinia, and Piedmont.

For more information about HERITA USA, please visit our website at heritausa.com