Administrative Coordinator

Job Description

Job Description

Description:

Job Location: Union City, CA

Exempt/Non-Exempt: Exempt

Reporting Structure: President of Retail and Chief Executive Officer

Salary Range: $80,000 - $90,000

About the Company:

Vintner’s Distributors is the corporate arm for Au Energy, Loop Neighborhood Market, and Poppy Market and is based in Union City, CA, with stores and stations across California. The company was founded in 1978 and develops real estate and owns and operates gas stations with convenience stores and car washes. It also has a wholesale division that delivers fuel to dealer locations in the market.

Position Overview:

The Administrative Coordinator is responsible for providing comprehensive administrative and operational support across departments, with a focus on supporting leadership within the retail division. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities to ensure efficient day-to-day operations.

Key Responsibilities:

• Provide administrative support, including calendar coordination, correspondence, and meeting scheduling.
• Prepare, review, and edit reports, presentations, and internal communications with accuracy and professionalism.
• Serve as a point of contact for internal and external stakeholders, ensuring timely and effective communication.
• Coordinate travel arrangements, itineraries, and logistics as needed.
• Maintain organized filing systems, records, and confidential materials in accordance with company protocols.
• Assist with expense reporting, basic budgeting tasks, and administrative purchase orders.
• Support preparation of meeting materials, reports, and departmental documentation.
• Assist in the coordination and execution of special projects and company events.
• Provide general office administrative support to ensure efficient operations across departments.
• Identify and address administrative needs, helping to streamline workflows and improve coordination.

Qualifications:

• Bachelor’s degree in business administration, communications, or a related field preferred.
• 2–5 years of administrative or coordination experience in a corporate or office environment.
• Strong written and verbal communication skills with attention to detail.
• Proficiency in Microsoft Office Suite (especially Excel) and collaboration tools such as Teams and SharePoint.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Ability to handle sensitive information with discretion and professionalism.
• Reliable, detail-oriented, and able to work both independently and collaboratively.

Benefits:

• Benefits (Medical, Dental, and Vision)
• Vacation
• Paid Holidays
• 401(k) Retirement Plan with Company Match

Disclaimer:

The responsibilities outlined above are intended to describe the general nature of the role and may be adjusted based on business needs.

Background Check:

The company reserves the right to conduct background checks as a condition of employment.