As the Office Administrative Assistant you will be responsible for providing comprehensive administrative support, ensuring smooth daily operations by managing office logistics, communications, and record-keeping. You will manage financial records, process transactions, and prepare reports to ensure accurate financial reporting and compliance with regulations.

KEY RESPONSIBILITIES:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.??

Accounting:
Primary Point of Contact for all vendors
Organize, upload and process all invoices, credit memos, and auto pay accounts
Operate and organize Accounting email
Organize, process, and file all invoices, statements, emails, and vendor communications
Organize and maintain bills to pay spreadsheet and accounting calendar
Keep wines, vineyards, and Lyon & Swan Quickbooks up-to-date with new products, customers, and vendors
Wholesale credit memos (work with operations director)
Provide and initiate weekly cash requests
Contact Vendors upon expiration to obtain current W9s and certificates of insurance
Organize and send 1099s by January 30th each year for independent contracting vendors
Harvest invoicing for Eco Terreno Vineyards, Bulk Wine Sales, and Bottling clients
Update and track live check log
Provide Notary services
Assist with budget and projections for annual review
Weekly journal entries for: Point of Sale software for San Francisco Tasting Room, Sonoma Office, Farm and Garden
Bi-weekly reconciliations of all expense accounts
Close accounting books with financial reporting support monthly.
Generate weekly, monthly and quarterly financial reports
Conduct daily sales audits for tasting room, review bank receipts, and credit card usage
Communicate with team members that have a company Credit Card weekly to receive all receipts on the statement in a timely manner
Generate monthly and quarterly tax reporting for San Francisco, Sonoma, and Cloverdale locations
Create invoices for produce and farm sales
Develop AP and AR reports offering insight into company billing and bill pay practices
Create bi-weekly cash position reports and spreadsheets

Administrative:
Scan and Deliver Office documents
Take mail to USPS and UPS
Weekly inventory to all needed team members
Operations meeting agenda and notes
Provide sales information during meetings
Set-up and maintain IT, Phones, and computer/tech services at all locations: Sonoma, San Francisco, Cloverdale.
Aid in sending and filing 1099s
Assist with maintenance of San Francisco and Sonoma locations
Backup to processing Wholesale orders if the Operations Director is unavailable
Maintain vehicle registrations and maintenance needs
Support the Director of Operations
Maintain the Calendars
Birthdays
Anniversaries
General

Operations and Compliance Support:
Weekly bulk and bottled wine inventory reporting and audits
Availability on weekends for farmers market coverage - as needed
Monthly inventory report to wholesale distributors
Support operations Director with any operations or compliance needs
Support sales and marketing on an as needed basis
Social Media Support with posting, videos, reels, and advertisements for company events and promotions


MINIMUM EXPERIENCE AND QUALIFICATIONS:
Bachelors degree
Working knowledge of a small business financial technology: Quickbooks Online, Online Bill Management and Payment ( Bill.com)
Attention to detail with numbers
Social Media posting and navigation
Ability to work and contribute as a team member
Willingness to work and grow in all capacities

PREFERRED EXPERIENCE:
Bachelors degree in accounting or related field
Extensive Quickbooks experience - 4+ years


EMPLOYMENT DETAILS:
Work Hours : 8:00am - 4:30pm, Monday - Friday
Availability on weekends for farmers market coverage - as needed
Location: Sonoma, CA
Pay Range: $30/hr - $36/hr