Introduction
The Private Barrel Selection Coordinator is overall responsible for supporting the customer experience surrounding the Private Barrel Selections conducted at the Warehouse and Bottling Facility. The PBS Coordinator is responsible for the back-end administrative execution of the Private Barrel Selection program including documentation and verification, scheduling, supplies and product inventory management, label creation and sampling. This position conducts job duties in a manner that demonstrates a strong food safety culture which ensures the safety and quality of our products.
Summary/Objective
The Private Barrel Selection Coordinator supports all elements of the Private Barrel Program from providing branded guest experiences to supporting all the necessary operational functions and communicating information across departments. The Private Barrel Coordinator reports directly to the Private Barrel Supervisor.
Essential Functions
A. Major Responsibilities - 85%
Back-office Administration
• Maintain inventory of all necessary items for selections and fulfil as required
• Schedules with customer all details of Private Barrel Selection (date and time of selection along with any other details)
• Provides customers with required paperwork and ensures acknowledgement and compliance prior to participating in private barrel selection
• Confirms selection date and other details with Sales team
• Assist with set up and provide the branded communication tools as determined
• Assist with set up and break down of the Private Barrel sampling according to guidelines
• When PBS guests are picking multiple barrels, set up and provide transportation requests and hotel accommodations as needed.
• Field questions from customers as to when their barrel was bottled and available to ship
• Field questions from customers as to if their barrel has been ordered and/or shipped
Barrel Inventory Duties
• For barrels inside and outside the selection space, verify staged barrels batch id’s, warehouse locations, and letter on barrel head after team has placed barrels in the staging area
• Conduct a weekly inventory count of barrels selected to be bottled
• Verify selected barrels for monthly bottling production. Ensure all barrels selected in house are accounted for and located for that specific month
• Conduct a weekly inventory on all remaining barrels on the floor.
Sample Duties
• Prepare samples to ship to customer
• Select and document on Private Selection forms all samples shipped to Private Barrel Customers
• Set up customer requests for barrel samples via Fed Ex
• Communicate Fed Ex tracking numbers and release dates to customers, Sales and Distributors
• Document shipped samples in master spreadsheet for tracking
• Ensure a 5-day follow up email as a friendly reminder of the release date as this is the date samples will be returned to inventory
• If barrel has not been selected by the 20-day deadline, generate a release notification, and send to the necessary persons/account.
B. Minor Responsibilities - 15%
Customer Experience
• Assist the Private Barrel Manager and Private Barrel Supervisor during selections as needed
• Lead Private Barrel Selections in absence of the Private Barrel Program Manager and Private Barrel Selection Supervisor.
o Serve as the main host for the Private Barrel Selection attendees
o Set up the room according to guidelines for Private Barrel Selection
o Clean up after each Private Barrel Selection in preparation for the next group
o Maintain appropriate inventory tasting sheets and supplies, snacks, water, and other essential items
• Provide consistent branded tour experiences to Private Barrel customers at the Warehouse and Bottling Facility
• Communicate with customers regarding specific information regarding on-site experience
• Gain insights directly from customers and provide feedback to Supervisor
• Proactively suggest enhancements and generate new ideas for the experience
• Ensure the Responsibility Best Practices are always followed and adhered to
• Verify ID’s for age verification and support a safe ride if needed
Label Duties
• In the absence of the Private Barrel Supervisor, the Private Barrel Coordinator will:
o Assist in the documentation of selected barrel in forms as determined
o Communicate directly with customers to determine private label designs for requested and required information.
o In the absence of the Private Barrel Selection Supervisor, utilize custom label portal to create personalized customer labels, make label revisions as required, set up and place printing order for each barrel selected
o Print pallet tags for all selected barrels
o Cross check and verify barrel information, labels and pallet tags are correct before production
o Place labels and pallet tags in suitcase and deliver to Bottling prior to production
o Enter dates on monthly production forms with label information, approvals and printing
o Support the creation and printing of specialized labels for Marketing promotions and/or Corporate initiatives
Marketing
• Participate in various marketing events as needed
• Update budget tracker as materials and supplies are purchased
• Partner with Guest Experiences team to understand and learn tour script as well as coordinate logistics for VIP groups
Other Duties as Assigned
• 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 team member for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Qualifications
A. Required Competencies
• Positive attitude and team-oriented approach
• Excellent interpersonal skills with ability to communicate all levels of team members/staff/visitors.
• Strong organizational skills, the ability to handle multiple tasks simultaneously, maintain flexibility as necessary
• Ability to build and maintain positive relationships, manage conflicts and encourage friendly working environment.
• Ability to make decisions in a high pressure and fast paced environment.
• High level of problem solving, critical thinking, reasoning skills
• Ability to be an ambassador, at all times, on behalf of Four Roses
• Must be customer oriented and have communication skills to handle any situation
• Displays self-Initiative, motivated
• Excellent computer skills, proficient in Microsoft Office specifically Word and Excel.
B. Required Education and Experience
• Must be at least 21 years old
• Associate degree in Business, Marketing, Communication or related field
• At least 1-year experience in an office setting
• Valid Driver’s License
C. Preferred Education and Experience
• Experience in spirits industry
• Basic proficiency in Photoshop and Adobe Illustrator
• 1-2 years’ experience working with the public/public speaking
Job Related Information
A. Supervisory Responsibility
The Private Barrel Selection Coordinator will not have any direct reports.
B. Work Environment
This job operates 15% in PBS Room and 85% in an office environment. This is more of an office environment than PBS.
C. Travel
Travel will not be required except for errands within a 50-mile radius or between Four Roses facilities in Lawrenceburg and Cox’s Creek.
D. Physical Demands
The physical demands described here are representative of those that must be met by an team member to successfully perform the essential functions of this job. While performing the duties of this job, the team member is regularly required to talk and hear. This position is very active and requires standing, walking, bending, kneeling, stooping, crouching and climbing stairs, as the job requires. The team member must work as team member in comparable work and actions. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.