job title:
Office Coordinator
Department:
Human Resources
reports to:
VP of Human Resources
LOCATION:
Miami Office - Hybrid (Flexible Schedule Required)
Position overview:
HERITA USA is seeking an Office Coordinator who is eager to grow within a dynamic organization. The Office Coordinator is an entry-to-mid-level role designed for a high-potential professional with exposure to the Executive Team, HR, Operations, and Marketing. This role supports Human Resources functions, Office Operations, and Marketing initiatives, while providing cross-departmental coordination and administrative support. The position offers growth opportunities based on performance, strengths, and organizational needs.
key job responsibilities:
Executive Responsibilities
Prepare meeting-related materials and agendas.
Support presentation preparation and organization at key times throughout the year.
Maintain and update corporate presentations.
Oversee coordination of Executive Travel.
Support Executive projects as assigned.
Human Resources Responsibilities
Assist the VP of HR with employee engagement initiatives, recruitment communications with candidates, and the onboarding and integration processes for new hires.
Help maintain organizational charts and confidential employee record management.
Provide support in benefits administration, payroll, and related employee programs.
Monitor training participation, compliance documentation, and business card orders.
Prepare employment-related documents and support HR projects and policy updates as needed.
Office & Culture Responsibilities
Assist the VP of Operations with office premises, supplies orders, and office maintenance management.
Support & help facilitate logistics for key corporate events such as the annual National Business Meeting, holiday party, awards programs, and volunteer day.
Manage seasonal office decorations and holiday setup.
Coordinate office food programs, perks, and corporate lunches.
Lead and organize a monthly aperitivo to promote cross-department collaboration.
Marketing Responsibilities
Prepare and submit ratings documentation and submissions.
Coordinate and compile monthly Nielsen reporting.
Assist in creating and maintaining marketing dashboards and analytics reports.
Assist in coordination of distributor education trips and logistics.
Assist with corporate website updates and content maintenance.
Support Marketing projects as assigned.
DESIRED SKILLS AND EXPERIENCE:
Bachelor’s degree preferred or equivalent experience.
1–3 years of administrative, HR, or marketing support experience.
Strong organizational and multitasking skills.
Proficiency in Microsoft Office (Excel, PowerPoint, Word).
Strong written and verbal communication skills.
Ability to work independently and collaboratively across departments.
Physical and Mental Requirements
Physical Demand: This role involves a combination of sedentary office work and active logistics support. Must be able to sit, stand, and move about the office and distribution areas.
Communication: Must be able to "communicate" and "exchange" accurate information clearly and empathetically with management and outside entities; vendors, employees, etc.
Mental Demand: Must be able to work independently and as part of a team, managing multiple tasks with reliability and punctuality.
additional NoteS:
FLSA Status: Non-exempt
EEOC and ADA Statements
HERITA USA is an Equal Employment Opportunity employer. We are committed to maintaining a diverse and inclusive environment free from discrimination and harassment in accordance with the ADA and all federal and Florida labor regulations.
Reasonable Accommodation:
In accordance with the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
Disclaimer
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 employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
About Herita USA:
HERITA USA is a leading fine wine import company representing premium and ultra-premium wine estates and over thirteen world-renowned wineries throughout the United States, including Santa Margherita, Torresella, Ca' del Bosco, Masi, ROCO, Kettmeir, Lamole di Lamole, Sassoregale, Sella Antica, Fattoria Sardi, Cà Maiol, Giovanni Rosso, and Cantina Mesa. The wine portfolio is a dynamic and diverse mosaic of the finest wine regions, including the Veneto, Alto Adige, Franciacorta, Willamette Valley, Lugana, Tuscany, Sardinia, and Piedmont.
For more information about HERITA USA, please visit our website at heritausa.com