Overview
Office Services Coordinator Jobs in Minneapolis, MN at Carlton Fields
Job Summary:
The HR/Office Administrator plays a critical role in supporting the day-to-day operations of the office, with a strong focus on assisting HR functions and promoting an efficient, employee-friendly workplace. This position oversees administrative workflows, facilities support, office supply management, event coordination, and acts as a liaison between departments. A key contributor to the company culture, the HR/Office also supports employee onboarding, benefits, and engagement initiatives in collaboration with the HR Manager.
Supervisory Responsibilities:
None
Duties/Responsibilities:
Human Resources & Employee Support:
Assist vineyard admin with onboarding and offboarding processes.
Maintain and update employee records, safety training logs, and compliance documents.
Coordinate employee trainings with brokers/trainers.
Reconcile monthly benefit-related invoices.
Coordinate employee birthday and anniversary cards/gifts.
Facilitate employee wine allocations during holiday gifting seasons.
Manage new hire welcome program and employee apparel program.
Administrative & Executive Support:
Maintain and update the company-wide calendar and coordinate communications around events and meetings.
Gather and distribute weekly executive meeting minutes and cash position to the Board.
Manage the General Manager’s daily calendar and provide scheduling support to other executives as needed.
Maintain login credentials for various industry subscriptions and company systems.
Office & Facility Management: Company Culture & Events:
Manage & order all office supplies and equipment; coordinate maintenance as needed.
Handle company FedEx/UPS shipments and manage shipping logistics.
Maintain food and beverage supplies, especially for executive visits.
Coordinate with vendors for facility support including first aid kits and office maintenance.
Oversee town runs, mail sort, and interoffice mail distribution.
Assist in planning and executing recurring internal events (e.g. Birthdays, Anniversaries, etc.).
Maintain and distribute employee holiday gifts (gift cards and wine).
Coordinate donation requests, maintain communication and track receipts.
Manage marketing inventory (logo merchandise) and promotional items.Recordkeeping & Inventory Oversight:
Approve and track administrative invoices related to office and HR functions.
Track and maintain historical wine label inventory.
Oversee wine inventory stored onsite at the winery.
Add and update wine reviews and industry scores in relevant databases.
Maintain driver list and insurance records.
Compliance & Communication:
Update legal labor law postings across all locations.
Update company-wide events and communicate important dates to staff.
Order and manage employee business cards.
Support updates to company landlines and directory.
*
Required Skills/Abilities:
Excellent interpersonal and customer service skills.
Excellent verbal and written communication skills.
High level of professionalism and attention to detail.
Expertise in building, nurturing, and maintaining long-term clients.
Ability to work in a fast-paced environment while maintaining poise and excellent service standards.
Team player with a positive and collaborative attitude.
Education and Experience:
3+ years in office management, administrative support, or HR coordination.
Experience in a wine industry or agricultural environment preferred.
Strong organizational and communication skills.
Proficient in Microsoft Office, and collaboration tools, AMS preferred.
Ability to manage multiple priorities with attention to detail and confidentiality.
Positive attitude and strong interpersonal skills to foster a welcoming and supportive office environment.
Physical Requirements:
Ability to sit for extended periods while working on a computer or phone.
Proficient in typing and data entry with frequent use of a keyboard.
Ability to lift and carry office up to 20-25 lbs occasionally.
Ability to reach, bend, and twist for filing, organizing documents, or accessing office supplies.
Clear verbal communication for phone calls and in-person meetings.
Job Type: Full-time
Pay: $31.00 – $35.00 per hour
Benefits:
401(k)
401(k) matching
Dental insurance
Employee discount
Health insurance
Life insurance
Paid time off
Retirement plan
Vision insurance
Schedule:
8 hour shift
Monday to Friday
Ability to Commute:
Calistoga, CA 94515 (Required)
Work Location: In person
Show more
Title: Office Services Coordinator
Company: Carlton Fields
Location: Minneapolis, MN
