Job description

POSITION DESCRIPTION

JOB TITLE: Permitting Department Associate

SALARY RANGE: Commensurate with Experience

SUPERVISOR: Permitting Department Manager

SUBMISSION: viaIndeed.com

APPLICATION MATERIALS

• Cover Letter that speaks to your interest in being a part of American Spirits Exchange Ltd.’s mission and what you can bring to this dynamic team (one page limit).
• Resume presenting related experience concisely and directly addressing items in this position description (limit 2 pages).
• Contact information and relationship to applicant for two references unrelated to the applicant.

ABOUT AMERICAN SPIRITS EXCHANGE LTD.

American Spirits Exchange (ASE) is the U.S. alcohol industry’s foremost representational importer for wine and spirits serving as a national importer and distributor. We provide domestic and international companies with access and support to the U.S. alcohol beverage market.

As a full service provider to wine and spirits companies, we handle back-office and business-to-business functions including permitting, purchase order processing, invoicing, and compliance. Additionally, we support our clients through “upstream” market services such as shipping, warehousing, and financial services. We work with all levels of the alcohol beverage market, from start-up distilleries to large multinationals, across all 50 states. ASE’s corporate office is located just outside of Philadelphia in Bridgeport PA, with a west-coast office in Burbank CA.

Over the years ASE has become internationally recognized as one of the foremost authorities on the complexity of the U.S. alcohol beverage industry, while simultaneously developing solutions and new business models for the industry.

CORE VALUES

The chosen candidate should embody the core values of ASE. This includes the ability to be team-oriented, and able to work with a diverse group of staff, clients, and partners.

ASE is driven by action and results. ASE believes that through innovation and exceptional client service, we facilitate visionary approaches to the U.S. alcohol beverage industry. We act with honesty, respect, and integrity at all times as representatives of the organization. ASE promotes a positive working environment that values quality of work, teamwork, education, and financial stewardship of the resources entrusted to us.

ESSENTIAL FUNCTIONS

The Permitting Department Associate position is responsible for supporting the overall Federal and State compliance of ASE and ASE clients. This includes in-take of permitting requests, submission of permit applications, updating and maintaining permitting calendars and records, and filing regular compliance reports. The ideal candidate will be detail oriented, a self-starter, an excellent communicator (especially in demanding circumstances) and committed to continuously innovating changes to protocols for further efficiency. The Permitting Department Associate will collaborate internally with ASE staff (e.g. purchase orders, accounting, shipping), work closely with ASE partners on a daily basis (e.g. federal and state level permitting agencies), while facilitating the application of various permits and reporting requirements of ASE and its clients.

Due to the nature and scope of his/her work the Permitting Department Associate directly reports to the Permitting Department Manager who has administrative and operational control. The Permitting Department Associate position offers excellent growth opportunities within ASE.

Job Responsibilities (including, but are not limited to):

• Department Level Responsibilities
• Manage client permit cycle including communication with the client, gathering necessary application information, preparing applications, application submission (online or hard-copy), and updating ASE recordation system and data structures.
• Assisting Permitting Department Manager in the preparation of state-level compliance reports on a monthly basis.
• Maintaining accurate calendar and filing system (electronic and hard-copy) of ASE’s permits
• Maintain ASE’s master database system(s) for client permit applications and brand specifications
• Maintain electronic and hard data repositories of all ASE permits and all permits related to ASE clients
• Consistently evaluate current ASE processes and protocols, suggesting improvements to increase efficiency, accuracy, and communication

• Communication and Client Liaison
• Manage ASE’s permitting email account(s), including correspondence with clients, manufacturers and permitting agencies (state and federal).
• Advise Permitting Department Manager of concerns, changes, adaptations and special conditions related to requests to the permitting department
• Answer incoming phone calls to the Permitting department, responding or redirecting calls as appropriate
• Maintain constant and open lines of communications with ASE departments, across offices, to ensure all parties have current, up-to-date information
• Coordinate with other ASE departments to ensure timely, accurate and easily available information as it relates to all aspects of the ASE and client permits
• Manage client relationships as they relate to the permit applications, permit approvals, and compliance reporting in a way that is supportive and understanding of our client’s needs, while strictly following ASE protocols and proceedures

• Administrative and Other Duties
• Oversee the purchases of supplies and office materials for the Permitting department
• Supervise interns and temporary staff members as required
• Preparing and shipping small shipments and mailings from our offices
• Manage personal account spending account, including regular monthly reports, related to position spending within the department
• Assist in special projects with other departments as requested or directed

Required Skills, Knowledge and Personal Characteristics

• Bachelor’s Degree, Associate’s Degree w’ commensurate experience, or 5+ Years of commensurate experience
• Notary license preferred, but not required
• Two to Five years’ experience within an office, administrative, or customer service industry. Experience within legal, compliance, state/federal administration preferred.
• An exceptional level of attention to detail
• Excellent oral and written communication skills
• Disciplined critical thinker
• Fast-paced and results oriented with the ability to work in a timely manner with multiple deadlines and competing requirements
• Maintain confidentiality of sensitive and/or proprietary information
• Strong interpersonal skills: able to develop and manage productive relationships with external partners and clients who, at times, can have unrealistic expectations or demands
• Proficiency in Microsoft Excel and Word with a strong understanding of general computer and digital technology
• Ability to plan and manage projects to successful and timely completion
• Self-motivating – desire to improve self, business process, data quality and business performance
• Agent of education – committed to an environment of continuous training and education of peers and self
• Deep integrity, with an unwavering commitment to ethical behavior
• Proven analytical, organizational and task management skills
• Professional, positive, and approachable attitude/demeanor and ability to remain discrete

Desirable Skills and Knowledge

• Personable and team oriented
• Interested in representing ASE at national meetings, conferences and through publications, taking on a leadership position in the field of alcohol beverage compliance

Problem Solving and Dealing with Complexity

• Critical thinking to adapt or modify processes in response to changing circumstances
• Coordinate multiple tasks with many variables
• Solve routine problems independently and an understanding of when to escalate
• Self-motivated: identify and implement changes and improvements to processes and procedures

TEAMWORK AND EFFECTIVE COMMUNICATIONS

ASE works as a close-knit, dynamic entrepreneurial team. We work closely with multiple external business partners in order to accomplish our mission and work effectively on behalf of our clients. We are a lean operation, with offices on both coasts, and teamwork is crucial to our success. Being an effective team member means not only having the ability to work with your fellow staff members but also to be a positive example to our partners and our clients.

Interested candidates should be able to:

• Work with a diverse group of stakeholders, both in- and out-side the organization, fellow staff, clients, and partners
• Effectively communicate with clients to convey information, coordinate arrangements, and respond to inquiries. Effective communication is demonstrated by honest, prompt, and clear communication
• Patience and professionalism when communicating with clients who can be very demanding and occasionally unreasonable in their expectations.
• Discretion and confidentiality in the handling of all information and communication
• Consistently demonstrate professional, positive, and approachable attitude/demeanor and discretion

WORKING CONDITIONS/PHYSICAL EFFORT

Work is office based, the majority of which will require sitting at a computer terminal and entering information. Occasional minor physical exertion is required for packaging and shipping materials. Typical work week is Monday through Friday, 9am – 5pm, however a willingness to work flexible hours in special circumstances is essential.

American Spirits Exchange Ltd. is an Equal Opportunity Employer.

Job Types: Full-time, Temporary

Pay: From $40,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance

Schedule:

• 8 hour shift

COVID-19 considerations:
We are an office-based company that does not have customers. All employees are vaccinated and we would expect any new employee to show proof of vaccination.

Work Location:

• One location

Work Remotely:

• No

Work Location: One location

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