Agreement Coordinator & Bookkeeping Assistant (Wine Jobs: Management & Administration)

MAIN RESPONSIBILITIES

Agreement/Contract Coordination: (50%) 
•  Assist sales staff with draft Sales & Purchase Agreements.
•  Track Grapes and Wine Available for sale; inventory.
•  Write & track Sales Orders and Agreements.
•  Communicate sales status with Sales and Grower Relations staff.
•  Mail and email final Agreements to Buyers and Sellers; and file documents.
•  Harvest Scheduling for all AV Staff.
•  Maintaining, requesting, and collecting all Grape weigh tags and BOLs. 
•  Keep organization of all documents and communicate information to the corporate office staff.
•  Keep all transactions, prices, identities, company financials, and plans confidential.

Bookkeeping Assistant: (30%) 
•  Scanning, Filing, mailing, emailing; document preparation (Microsoft Word & Excel).
•  Helping Bookkeeper with general bookkeeping and data entry.

Manage office environment: (10%)
•  Maintain an office presence. Engage walk-in clients in a friendly, service-like manner.
•  Answer the phone, take messages, and communicate messages to respective AV team member.
•  Return calls as needed or instructed. 
•  Assist with Winery/Client and Grower/Vendor activities and events.
•  Keep the kitchen & lab areas sanitary and organized.
•  Package and ship wine; FedEx and local delivery.
•  Maintain and submit accurate payroll records and timecards for yourself and any appropriate personnel.
•  Keep office supplies organized and stocked (paper, printer cartridges, etc.).

Update and maintain all company databases: (10%)
•  Enter Supplier data and availability of grapes and wine.
•  Enter Clients’ requests for grape and bulk wine demand.
•  Print or email queries and reports as requested by AV Sales Representatives.
•  Update all client and grower information in company databases.

QUALIFICATION, EXPERIENCE & SKILLS REQUIRED

Education:
High School Diploma; College/University degree preferred.

Languages:
Proficient English. 

Technical & management skills, Prerequisites: Proficiency in Microsoft Office Suite (Word, Excel, Power Point, Access), ACT! Contact Management database, and QuickBooks. Minimum 2 years experience in an office environment, preferably in the wine & grape industry in a medium to large company. Safe working practices - clean Class C DMV license and automobile insurance for own personal car. Ability to lift and load 50 pounds (a case of wine).
Personal & interpersonal skills:
Well developed organizational and communication skills: Team player, Dealing with ambiguity, Creativity, Manage-up skills, Ability to work well within a group environment. Ability to work harmoniously with co-workers and perform duties and responsibilities in a manner consistent with the company’s values of exhibiting the highest quality standards in all endeavors.

ADDITIONAL INFORMATION
In your Resume, please include List of references - prior employers/references.
You may be asked to provide college transcripts for some positions. All offers are subject to a background check, drug screen, and medical exam.