Operations & Systems Assistant

We are a growing beverage company producing multiple wine and beer brands across the United States. Our operations involve coordinating production, logistics, vendors, and shipments across several breweries and production partners.

We are looking for a highly organized Operations Assistant to support day-to-day administrative and logistics work within our operations team.

This role is detail-heavy and process-driven. It is best suited for someone who is organized, reliable, and comfortable managing large amounts of information accurately. This will be an administrative role, supporting the executive team.

You will report to our Operations Coordinator and assist with vendor communication, documentation, shipping coordination, internal recordkeeping, invoicing, and delivery management.

What You'll Do

Operations & Logistics

• Coordinate with vendors, breweries, and production partners
• Enter and track purchase orders and vendor invoices
• Prepare and manage shipping labels and outgoing packages
• Coordinate product sample shipments

Documentation & Records

• Match product lot numbers to documentation
• Generate Bills of Lading (BOLs) and invoices based on delivery information, and keep payment records current
• Maintain organized digital records and folders
• Track inventory and production-related documentation
• Build and maintain operational spreadsheets and records in Excel and Google Sheets
• Help migrate records from spreadsheets and our current systems into a new inventory management platform, and keep the data accurate once it's live

Vendor & Internal Coordination

• Communicate with vendors regarding shipments, orders, and documentation
• Schedule freight pickups and deliveries
• Assist with internal tracking of production schedules
• Help maintain organized workflows across operations tasks

Who You Are

• Extremely detail-oriented
• Organized and reliable
• Comfortable managing documentation and records
• Comfortable learning new software quickly and strong with spreadsheets
• Follows processes consistently and can help document them as we build them
• Comfortable communicating with vendors and partners
• Able to handle administrative work accurately and consistently
• Able to lift 25-30 lbs comfortably

Experience or education in supply-chain logistics, administration, or operations is helpful but not required, as is a background in customer service or hospitality.

This role is best suited for someone who enjoys structured work, organization, and keeping systems running smoothly.

Details

• Full-time (~40 hours/week)
• On-site role (daily presence expected) - Santa Monica, California
• Pay: $20–22/hour depending on fit
• Opportunity to grow with the brand over time

Please Submit:

• Your resume
• A short note on why this role interests you

Pay: $20.00 - $22.00 per hour

Expected hours: 40.0 per week

Application Question(s):

• Describe a time you had to organize or track a complex set of details.
• Pick something you bought recently. How do you think it got from where it was made to you?
• Describe a "system" you've implemented in your own life to stay organized.

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Santa Monica, CA 90402 (Required)

Work Location: In person