ABOUT YOU:
Do you enjoy variety in your day? Are you able to switch gears, and juggle multiple projects at once? Do you love wine and want to learn more about what goes on behind the scenes? Are you a helper and passionate about team over self? If you thrive in an environment where you are able to contribute your skills to many areas of
the business, this role is for you.

ABOUT THE ROLE:
As the Office/HR Administrator you will be responsible for providing comprehensive administrative support ensuring smooth daily operations.
This role is someone who enjoys a generalist approach to administrative duties that include supporting the following business functions: Operations, Human Resources, Finance, and Marketing. This role will include managing office logistics, communications, record-keeping, and HR Administrative processes such as onboarding/offboarding of employees and collaborating with vendors such as IT and HR Consultants to ensure a positive employee experience. In collaboration and support from the company’s Fractional Bookkeeper, 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/Finance:
•  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 (coordinating maintenance)
•  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

HR Support:
•  Onboarding and Offboarding administration in company HRIS/Payroll
•  Maintaining employee files in company HRIS/Payroll
•  Assistance in processing payroll/entering reimbursements or commissions as needed.
•  Collaborate with HR Consulting firm to post job openings and schedule interviews
•  Recruitment for openings in Vineyard, Tasting Room, and Sonoma Office
•  Liaison between HR and on-site employees for personnel needs
•  Collaborate with insurance broker and Director of Operations on open enrollment and benefit deduction reconciliation.

Operations and Compliance Support:
•  Weekly bulk and bottled wine inventory reporting and audits
•  Farmers Markets on Fridays in Sonoma
•  Monthly inventory report to wholesale distributors
•  Support operations Director with any operations or compliance needs
•  Support sales and marketing on an as needed basis

MINIMUM EXPERIENCE AND QUALIFICATIONS
•  Bachelors degree
•  Working knowledge of a small business financial technology: Quickbooks Online, Online Bill Management and Payment ( Bill.com)
•  Experience with record keeping of confidential information
•  Full cycle recruitment experience
•  Willingness to travel to Cloverdale Vineyard and San Francisco Tasting Room as-needed
•  Attention to detail with numbers
•  Ability to work and contribute as a team member
•  Willingness to work and grow in all capacities

PREFERRED EXPERIENCE:
•  Bachelors degree in accounting, business, management of human resources or related field
•  Extensive Quickbooks experience - 4+ years
•  HRIS/ATS/Payroll experience
•  Bilingual (English/Spanish)

EMPLOYMENT DETAILS:
Work Hours : 8:00am - 4:30pm
Location: Sonoma, CA
Pay Range: $30/hr - $36/hr
Benefits: Excellent benefits including 100% employee covered health care