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Accounting Assistant/Office Manager

Diamond Creek Vineyards

Calistoga, CA

Job Description:

Title: Accounting Assistant/Office Manager
Reports to: Controller, Diamond Creek

Position Summary:
Diamond Creek Vineyards has defined terroir-driven single vineyard Cabernets in the Napa Valley. Founded in 1968, Diamond Creek is considered California’s first exclusively Cabernet Sauvignon Estate Vineyard. Visionary pioneer Al Brounstein assisted by his wife Boots defied modern conventions and planted Bordeaux varietals on secluded Diamond Mountain. Now under the ownership of Maison Louis Roederer in France, it has a global reputation for estate wines from Diamond Mountain honored and cherished by collectors.

The primary role of the Accounting Assistant/Office Manager will be to support several accounting functions, general office management, and backup support to customer service at the winery location. The position requires strong attention to detail, excellent customers service and a strong emphasis on customer follow up. In addition, this role will supervise the housekeeper. This role will work closely with the Controller and President to help manage the administrative, executive and office needs for the winery. The ideal candidate will embrace and assist with implementation of new technologies where appropriate in order to help build an efficient and scalable accounting and financial reporting operation.

ESSENTIAL DUTIES AND RESPONSIBILITIES: (Other duties may be assigned.)


Accounts Receivable Processing:
•  Ensure wholesale invoices and DTC batches are posted accurately in the ERP system
•  Prepare and post bank deposits
•  Post credit card payment deposits for DTC
•  Monitor customer past due balances and perform collection follow up as needed

Accounts Payable Processing:
•  Record and code approved invoices in QuickBooks and Dynamics
•  Code and post Company credit card activity in QuickBooks and Dynamics
•  Process employee expense reports
•  Prepare and record Wire payments
•  Reconcile monthly vendor account statements and communicate with vendors regarding payment status
•  Set up and maintain vendor accounts, requesting W9’s as needed
•  Process year end 1099’s

Office Manager:

•  Manage and order office supplies (farm, cellar and facilities supplies)
•  Schedule facilities cleaning and maintenance (window and light fixture cleaning, port-a-let service, bottled water delivery)
•  Supervise full time housekeeper
•  Manage general filing and record retention
•  Greet guests and vendors entering the premises
•  Answer main business line
•  Vendor Management (i.e. janitorial, business phone account, etc.)
•  HR support (on-boarding/off-boarding employees)
•  Special projects

Customer Service Back Up Support (as directed by the DTC Manager):

•  Execute DTC orders – order entry, communication and shipping – in a timely fashion
•  Coordinate as needed with warehouse and third-party shipping company to ensure timely pickup of orders
•  Maintain consumer database in ShipCompliant, Vinespring and Contact lists, as needed

QUALIFICATION & EXPERIENCE REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

•  Minimum 5 years of accounting experience in wine industry across a variety of channels
•  Three years of previous Executive Assistant and Office Manager experience desired
•  HR experience a plus
•  Ability to work independently with a high attention to detail
•  Excellent organizational and communication skills
•  Excellent Microsoft application skills (Word, PowerPoint, Excel)
•  Proven leadership skills and a demonstrated track record of success
•  Excellent project management skills and ability to multi-task
•  Experience with Microsoft Dynamics a plus
•  Proficiency with Quickbooks
•  Must have a valid CA driver’s license and ability to travel when applicable

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

•  Regularly required to sit on an office chair one to two hours at a time up to seven hours per day
•  Ability to move cases of wine (40 lbs average), event tables, chairs, office supplies and related equipment

The job description is not an exhaustive list of all functions that the employee may be required to perform. The employee may be required to perform additional functions. The company reserves the right to revise the job description at any time. The employee must be able to perform the essential functions of the position satisfactorily and that, if requested, reasonable accommodations may be made to enable employees with disabilities to perform
the essential functions of their job, absent undue hardship. Employment with the company is at-will.

Additional Information:

Job Posted:
Wednesday, April 7th
Type of Work:
Full Time
Job Category: