Administrative Assistant - M.S. Walker

M.S. Walker is looking to add an Administrative Assistant at our Bow, New Hampshire office! This position will include a little bit of everything such as compliance, purchasing, and other administrative tasks. This is a full-time, in-office position with a schedule of Monday-Friday from 8:30 am to 4:00 pm.

Responsibilities:

Compliance:

• Submit New Code requests with quote, j-peg, and COLA.

• Prepare all vendor-of-record product quotes.

• Obtain all broker quotes to submit to state.

• Secure all new quote information in quote file for purchasing.

• Enter quote information into state B2B site.

• Maintain code reactivation, case cost change when applicable, pack and appellation change.

• Report new codes, broker updates and name changes to DIVER.

• Update NABCA monthly with current codes and sales representative routes so information is properly recorded.

• Enter new items in NH price book.

Purchasing:

• Development of Daily Morning Report.

• Update of New Hampshire Inventory Snapshot.
• Track submitted purchase orders and receipts.
• Submit advanced shipping notifications to warehouse.
• Notify suppliers with confirmation of receipt.
• Processing of M.S. Walker Manufactured spirits orders.
• Answer inventory inquiries.
• Help maintain bailment codes in company system.
• Track special purchases for the state and perform billing as needed.
• End of month or special requested inventory reports to suppliers.
• Prepare items to be returned to DHL or MA.
• Answer weekly state administrative letter.

Other tasks:

• Point person for answering phone calls.
• Office mail pick up and distribution.
• Receive packages delivered to office.
• Deliver offers to state of New Hampshire.
• Pick up samples at DHL when needed.
• Organize samples that arrive at the office.
• Send monthly mid-month numbers to suppliers.
• Help Marketing Coordinator with distribution of Point of Sale when requested.
• Track honey distribution and monthly billing to supplier.
• Meeting room set up for Sales Meetings.

Requirements

• Strong communication skills, both written and verbal
• Excellent computer skills, specifically with the Microsoft Suite (Excel, Word, Outlook, Teams) and Adobe Acrobat
• Highly organized and ability to multi-task
• Works well independently
• Wine knowledge is a plus
• High school diploma preferred

Benefits

We offer a Comprehensive Benefits Plan that includes the following:

• Medical & Dental Insurance
• Vision Coverage
• Paid-Time-Off Program
• Fidelity Investments 401k
• Disability, Life, Accident & Illness Insurance Packages
• Discounted Fitness Memberships
• Free & Discounted Work/Life Resources
• Career Advancement Opportunities
• On-Demand Professional & Leadership Development Through M.S. Walker University

Who we are:

Founded in Boston in 1933, M.S. Walker is a 5th-generation, family-owned wine and spirits importer and distributor, a spirits bottler, and a national supplier. We serve On-Premise and Off-Premise establishments throughout the Northeast, with direct operations in Massachusetts, New York, New Jersey and Rhode Island and brokerage operations in Maine, New Hampshire and Vermont. We represent a budding portfolio of wine and spirits nationwide, including our own brands, and we strive to offer the most prestigious portfolio in the industry. M.S. Walker has built our foundation and future on our people – our employees are truly our greatest asset. Our company boasts a diverse pool of exceptionally special team members who each bring their unique skills and experience to the organization.

Mission Statement:

Since 1933, our mission has been firmly rooted in our core values of family, integrity, respect, honesty, and hard work. We are deeply committed to upholding these principles for our team members, customers and suppliers alike. We seek to build and maintain long-lasting relationships based on trust and reliability. By honoring our heritage and embracing innovation, we aim to continuously improve and adapt to meet the evolving needs of our industry, while responsibly contributing to the communities we serve. Together, we strive to elevate the spirit of hospitality and foster a vibrant and respectful culture in all facets of the organization and beyond.