Calistoga-based ultra-premium Wine Estate seeks Office Manager for bookkeeping, sales support, 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.
•  Send bi-weekly payroll data to payroll service; track employee 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 data 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 office experience.
•  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.