Admin Coordinator

Experience Needed / Responsibilities

• Maintain and organize Kavita's master task list, deadlines, follow-ups, and outstanding action items
• Prepare weekly reports identifying items awaiting action from Kavita and Jessica
• Track bills, payment due dates, invoices, receipts, and expense documentation
• Review financial records and flag missing, duplicate, or inconsistent invoices
• Categorize expenses and maintain organized bookkeeping records for tax preparation
• Prepare payment summaries including recipient, amount, due date, payment reason, and supporting documentation
• Manage Kavita's personal calendar, children's schedules, school activities, appointments, and identify scheduling conflicts
• Track renewals and expiration dates for passports, Global Entry, driver's licenses, vehicle registrations, insurance, and other important documents
• Organize travel logistics including itineraries, confirmations, trip folders, packing lists, baggage lists, and payment deadlines
• Maintain hiring, candidate, onboarding, and offboarding trackers
• Track birthdays, holidays, gifts, flowers, and special occasions
• Organize approved photos, media appearances, biographies, press materials, and PR assets
• Research collaboration opportunities and build organized prospect lists
• Maintain Sip Channé's internal task management system and monitor deadlines
• Track outstanding items awaiting Kavita's and Jessica's approval
• Organize monthly sales reports, maintain sales logs, and prepare internal sales summaries
• Monitor account activity and identify customers that have stopped ordering
• Maintain contract, renewal, agreement, purchase order, and expiration trackers
• Flag delayed purchase orders and outstanding operational items
• Organize company files, templates, reports, spreadsheets, presentations, and brand assets
• Research restaurants, hotels, wine shops, hospitality groups, clubs, and approved markets for business opportunities
• Build and maintain prospect databases for internal review
• Create, format, and update presentation decks using information provided by Jessica
• Organize press materials, event photos, bottle images, and marketing assets
• Assist with internal event planning through spreadsheets, tracking, and administrative coordination
• Prepare weekly status reports covering completed work, work in progress, pending approvals, upcoming deadlines, overdue items, payments requiring action, and potential project risks
• Attend weekly priority review meetings with Jessica

Good to Have

• Ability to prioritize multiple responsibilities effectively
• Strong research and data organization skills
• Comfortable handling confidential information with discretion
• Proactive in identifying risks, missing information, and upcoming deadlines
• Must follow strict access restrictions and approval processes
• Able to provide concise and organized weekly reporting
• Experience supporting executives or high-level personal assistants
• Basic bookkeeping and expense tracking experience
• Experience with travel coordination
• Experience maintaining CRM or tracking systems
• Presentation and deck-building skills
• Familiarity with hospitality, wine, or consumer brands
• Experience supporting both personal and business administrative operations
• -

Non-negotiable Requirements

Industry Tools / Experience

• Google Workspace (Docs, Sheets, Calendar) or similar productivity tools (assumed based on responsibilities)
• Spreadsheet software
• Presentation software (PowerPoint, Google Slides, Canva, etc.)
• WhatsApp (for approved communications)
• Email