Calistoga-based ultra-premium Wine Estate seeks Office Manager/Administrator for bookkeeping, sales support, financial reporting, accounts payable, accounts receivable, and other general administrative functions. The successful candidate will be able to effectively manage their time and juggle a variety of tasks with grace, professionalism, and great attention to detail.

GENERAL RESPONSIBILITIES

Bookkeeping
•  Enter DTC orders into Quickbooks.
•  Enter Accounts Payable in Quickbooks and the bank’s online payment system. Monitor and manage auto payments for utilities and other vendors.
•  Process Receivables made electronically or by check.
•  Reconcile bank account.
•  Prepare and send bi-weekly payroll data for payroll service.
•  Track employee paid time off.
•  Maintain accurate inventory records and conduct timely inventory reconciliations.
•  Assemble and send data to compliance consultant for winegrower tax return, TTB Annual Report, and other government reports.
•  Assemble and file monthly California sales tax report.
•  Monitor company credit card statement and enter charges into Quickbooks.
•  Liaison for outside service providers.

Sales Support
•  Process wholesale orders; create invoices and arrange shipment; send distributor invoices to compliance consultant on a monthly basis.
•  Manage customer records in Ship Compliant.
•  Assist in processing DTC orders in eCellar, when needed.
•  Assist in coordinating order shipping; ensure timely delivery of orders to clients.
•  Work closely with sales team to maintain tasting sample inventory and hospitality supplies.
•  Act as point of contact for ecommerce provider, troubleshooting issues and identifying opportunities for improvement.
•  Prepare sales commission report for sales team.

Administrative Support
•  Answer phones in a friendly and professional manner.
•  Receive and manage incoming USPS mail.
•  Conduct filing, copying, scanning and faxing.
•  Order and maintain office supplies.

QUALIFICATIONS AND REQUIREMENTS

Minimum of 2 years of winery bookkeeping experience.
•  In-depth knowledge of Quickbooks, Excel, MS Office required; knowledge of eCellar a plus.
•  Able to work independently, take initiative and manage time effectively. Able to manage priorities and workflow.
•  Sharp attention to detail.
•  Good oral and written communication skills.
•  Strong problem-solving, and analytical skills.
•  Versatility, flexibility, and a willingness to work with changing priorities with enthusiasm.
•  Able to work in a team environment as well as operate independently.
•  Able to lift 45+ lbs.