Office Manager - Stonestreet Winery

Description

Position at Jackson Family Wines

Reports To: SVP Winery Operations

POSITION SUMMARY:

Under the general direction of the SVP of Winery Operations, the Office Manager is responsible for a broad range of administrative functions supporting production operations. This role spans payroll, human resources, compliance, accounting, inventory, safety, BIMS data entry and special events across multiple winery locations.

ESSENTIAL FUNCTIONS/DUTIES:

Personnel/ Human Resources

• Assist employees with day-to-day questions and direct inquiries to appropriate resources.
• Expedite all requests to hire; assist with recruiting, interviewing, and selection, including processing new hire paperwork and orientation for full-time and seasonal employment.
• Fill out and obtain signatures for status changes (rehire, hire, termination), then forward to Payroll and HR Director.
• Track Vacation Requests
• Track LOA requests and return to work documentation
• General maintenance of employee files, including administrative updates.
• Coordinate terminations with payroll to obtain checks.
• Orientation and paperwork for new hires or rehires.
• Interface with Employees and HR Direct for first line benefits issues and open enrollment.
  
  

Payroll Processing

• Support payroll processing, including file maintenance and upkeep, adhering to CA state employment laws.
• Input and correction of time; enter employee time-off requests and missed punch forms for bi-weekly payroll.
• Review and audit timesheets; monitor time clock and provide troubleshooting.
• Respond to employee inquiries related to timecard issues.
• Print timesheets as needed.
• Process payroll every two weeks.
  
  

Accounting & Accounts Payable (A/P)

• Accurate and timely processing of all winery purchase orders (POs) and invoices.
• Open all invoices, add vendor numbers, and file invoices in appropriate folders.
• Create POs for Stonestreet/Verite and provide them to vendors.
• Research discrepancies with vendors on invoices and payments.
• Create invoices for custom clients monthly.
  
  

Inventory & TTB Compliance

• Timely and accurate entry of Cellar Work Orders into BIMS.
• Keep precise inventory records and handle case goods and packaging transfers, receipts, and removals.
• Responsible for quarterly and annual inventory counts and reconciliation, including bottling reports and destruction process.
• Calculate and process bi-monthly excise taxes for compliance and timely payment to the TTB.
• Complete 702’s monthly and enter in government website; pay and send in excise taxes to TTB if necessary, using registered mail with return receipt.
  
  

Worker’s Compensation & Safety

• Provide prompt response to work-related injuries and ensure compliance with company and regulatory guidelines.
• Prepare and file all necessary insurance, HR, and OSHA-related paperwork.
• Serve as liaison with the occupational clinic, update injured workers, and report to the manager, HR, and insurance.
• Maintain all safety recordkeeping, including data reporting, tracking, and filing.
• Participate in Safety Committee. Assure tracking of incidents is completed according to JFW protocols. Assist with Safety Incentive Awards when metrics are met.
  
  

General Administration

• Order and maintain office and break room supplies; keep track of supply inventory.
• Pick up mail.
• Organize and order annual boots and wearables.
• Perform other duties as assigned by supervisor.
  
  

Special & Employee Events

• Coordinate and execute special events, including weekly harvest meals, pre- and post-harvest celebrations, birthday and anniversary acknowledgments.
• Help set up employee events and meals for harvest.
  
  

JOB REQUIREMENTS:

• Proficient with intermediate to advanced computer skills (MS Word, Excel, Outlook, PowerPoint); JD Edwards experience a plus.
• Excellent verbal and written communication skills.
• High level of professionalism with confidential and sensitive issues.
• Strong organizational, problem-solving, and analytical skills; able to manage projects, priorities, and workflow.
• Ability to work independently and as a member of various teams.
• Good judgment with the ability to make timely and sound decisions.
• Must be able to drive routinely and provide a valid Driver’s License and insurance.
• Willingness to work some weekend days during Harvest (Sept-Oct).
• Bilingual skills preferred (Spanish/English).
• Wine industry experience preferred.
• Bachelor’s degree (B.A. or B.S.) or equivalent preferred; two to four years related experience, or equivalent combination of education and experience.
  
  

Physical Requirements/Work Environment

• Must be at least 21 years of age.
• Must be able to sit and/or stand for long periods of time and work on a computer for extended periods.
• Work outdoors/indoors; in warm/cold climates; in high places; on wet surfaces.
• Work exposed to loud noise, fumes, and/or toxic chemicals.
• Work near moving, mechanical parts and lift truck traffic.
• Must be able to move up to 55 lbs.
• Primary office environment may be warehouse/distribution setting.
• Must have a valid driver's license and be able to drive a car and travel via plane/train as needed.
• Must be able to work long hours, weekends, and holidays, especially during harvest season.
  
  

WAGE TRANSPARENCY: The annual salary for this role ranges from $65,000- $85,000. Compensation will be determined by candidate experience, skills, and location.

BENEFITS:

• Health Benefits – Medical, Dental, Vision, Disability & Life insurance
• 401k with employer match
• Generous time off including vacation, holidays, and paid health time
• Paid volunteer time
• Learning & Development opportunities
• Modern Health virtual mental health & coaching visits
• Wine discounts!
  
  

Jackson Family Wines is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by applicable law. All employment decisions are based on merit and business needs.