Operations Coordinator Jobs

Sazerac Company Overview

Build your career at Sazerac! With almost 400 years of rich history, Sazerac Company has thrived as an independent, American family-owned company with operations in the United States and around the world. Since the 2000s, Sazerac has averaged double digit growth every year! Sazerac Company produces and markets the most award-winning bourbons and whiskeys in the world, including Buffalo Trace, Pappy Van Winkle, Eagle Rare, Blanton’s, and Sazerac Rye. Additionally, Sazerac owns many popular brands across a range of spirits, including Fireball, Southern Comfort, Seagram’s V.O., Myers’s, Goldschläger, Parrot Bay, 99 Brand, and Platinum Vodka.

We’re proud of our award-winning culture and distilleries. Our Louisville office has been named one of the “Best Places to Work in Kentucky” four times, and our Buffalo Trace Distillery has earned the title of “world’s most award-winning distillery” through the dedication of our craftsmen for well over 200 years. Whether you’re a recent graduate or an experienced professional, Sazerac provides extraordinary opportunities for growth with competitive salaries and benefits in an exciting, entrepreneurial industry.

/Responsibilities

Collingwood Distillery is looking for an experienced and highly organized Operations Coordinator to join our team. The Operations Coordinator will be responsible for a variety of functions including general administrative duties, finance/AP support, social coordination, and training assistance. In addition, the role will provide administrative support to the Distillery team.

General Administrative Support

• Coordinate the shredding service
• Distribute the daily mail
• Maintenance of all printers - including sending to PrinterReady for repair/cleaning
• Order all company issued uniforms as per the union contract
• Troubleshoot & maintenance for copiers with Rival
• Coordinate safety shoes/boots as per the union contract
• Order office/lunch room supplies
• Maintaining office equipment and lease renewals (copiers, postage machine, etc)
• Ensure supply room, lunchroom/boardroom are stocked appropriately
• Order other items/apparel as requested for give aways
• Search/order supplies as requested
• Handle general courier needs
• Order customized envelopes, business cards, etc with The Print Shop

Social Coordinator

• Maintain a caterer vendor list
• Coordinate details/luncheons for all internal and external meetings

Finance/AP

• Build relationships with multiple vendors and suppliers
• Code and submit invoices for payment to A/P
• Keep track of all payments and invoices pending for payments and ensuring invoices are being paid according to the right term
• Process vendor setup requests for vendors not in the Sazerac system,
• Ensure financial records are stored in an organized manner.
• Review invoices against contracts/supporting documents, obtaining approvals, coding and submiting for payment to A/P
• Maintain historical records and analyze any discrepancies
• Respond to enquiries for payment information from vendors
• Track invoices and identify expenses required to accrue

Training

• Support administration and tracking of plant training
• Collect proofs of training from the managers and instructors (copy of training materials, signed attendance sheets, questionnaires, etc.)
• Assist HR with new staff orientations, including the set up of office phone extensions, voicemails, etc

Distillery Support

• Prepare bills of lading for shipments, exchange weights and pricing with broker
• Order, control inventory, and replenish various supplies, e.g. Enzymes, Yeast, Caustics Acid, etc
• Look after grain receipts, enter them in S21 accordingly and prepare reports for month-end
• Invoicing of DDG sales

Qualifications/Requirements

Overall Skills Required:

• Organized, proactive and self-motivated individual capable of producing results and meeting deadlines;
• Excellent communication skills and attention to detail;
• Strong computer skills including Microsoft Suite, understanding of ERP systems as they relate to Purchasing and Invoice Processing.
• Expected to manage work with minimum supervision.
• Ability to establish effective working relationships with colleagues and suppliers;
• Creative insight and strong problem-solving skills;
• Fundamental understanding of accounting.
• Ability to effectively multi-task and work in a fast paced, office/production environment;

Experience And Education Required

• 2-4 years of AP Clerk experience
• HS Diploma or equivalent
• 2-4 years of Office Coordinator/Office Manager experience

Physical Requirements

• Strong communication skills
• Sedentary work that primarily involves sitting
• Ability to pick up and/or move objects up to 25 pounds without assistance
• Ability to read and write
• Ability to work overtime if necessary
• Ability to pay attention to detail
• In-person job attendance
• Ability to pay attention to detail
• Noise level at work station is moderate (business office with computer printers)