What are the responsibilities and job description for the Accounting Assistant position at Ponzi Vineyards?
About Us
We are a growing, dynamic winery rooted in craftsmanship, hospitality, and a passion for producing exceptional wines. Our team values collaboration, continuous improvement, and supporting every part of the business—from vineyards and production to hospitality, compliance, and national sales.
We are seeking an organized, detail-oriented Accounting Assistant who thrives in a fast-paced environment and enjoys contributing to a wide range of accounting, administrative, and compliance responsibilities.
Position Summary
The Accounting Assistant supports daily accounting operations and helps ensure accurate, timely financial reporting. This position works closely with the Controller and CFO and is responsible for accounts payable, accounts receivable, payroll support, compliance tasks, and cross-department coordination. The ideal candidate is proactive, reliable, and comfortable navigating multiple priorities and deadlines.
Key Responsibilities
Accounts Payable
- Manage weekly accounts payable payment runs
- Process vendor invoices including coding, approvals, and data entry
- Maintain vendor records and monitor outstanding balances
- Communicate with BU Managers regarding outstanding invoices for approval
- Support month-end AP reconciliations
Accounts Receivable
- Enter weekly tasting room, club, and online sales from Commerce7 into QuickBooks Online
- Enter weekly national sales data into QuickBooks Online
- Support customer invoicing and payment posting
- Assist with AR follow-up and tracking outstanding balances
- Support month-end AR reconciliations
Daily & Monthly Accounting Support
- Assist with inventory transactions and adjustments
- Support month-end close processes and preparation of balance sheet schedules
DTC Shipping & Compliance
- Review daily online, club, and tasting room shipments for accuracy in ShipCompliant
- Ensure all DTC shipments comply with state-by-state alcohol shipping regulations
- Prepare and file monthly, quarterly, and annual excise and sales tax reports
- Maintain compliance documentation and support audits as needed
- Partner with the DTC team to resolve shipping holds, address issues, and correct compliance discrepancies
- Maintaining accurate state license records and renewal schedules
Payroll & Employee Support
- Assist with biweekly payroll processing, including timecard review and data validation
- Help maintain accurate and up-to-date employee records
- Track and support the management of employee PTO and sick time balances
- Coordinate with department managers to ensure timely timekeeping and approvals
Administrative & Cross-Functional Support
- Coordinate with production, tasting room, events, and DTC teams to ensure accurate reporting
- Assist with compliance documentation, vendor onboarding, and audit preparation
- Maintain organized digital and physical accounting files
- Provide general administrative support to the finance team
Qualifications
- 1–3 years of accounting or bookkeeping experience preferred
- Experience with QuickBooks Online preferred
- Familiarity with POS systems (Commerce7 a plus)
- Payroll experience or exposure to payroll platforms helpful
- Proficiency in Microsoft Excel and Google Suite
- Strong attention to detail, accuracy, and organizational skills
- Ability to prioritize, meet deadlines, and maintain confidentiality
- Excellent communication skills and a collaborative mindset
- Experience in the wine industry, agriculture, hospitality, or manufacturing is a plus but not required
What We Offer
- Competitive pay
- Paid time off and holidays
- Employee wine benefits
- Opportunities for professional development
- A supportive team environment in a beautiful winery setting