This key hands-on position has broad responsibility for a variety of functions related to winery production and vineyards teams at Jackson Family Wines. Key partnerships needed to ensure success in this role include working alongside the following departments: Winemaking, Cellar, Vineyards, and Human Resources. This position supports the larger Oregon Production and Vineyard team and specific winery locations such as: Penner Ash, Gran Moraine, WillaKenzie, and McMinnville Winery and Office. The Office Manager role is a conduit between Oregon and the corporate JFW offices and programs based in Santa Rosa, California. The role has one direct report (Operations Coordinator) and reports directly to the Oregon General Manager with a dotted line to the Vice President, Oregon Vineyards.
- Compliance: Ensures required regulatory, compliance and labor posters are always current and properly displayed/accessible. Ensures that local management and employee practices are aligned with regulatory requirements including work schedules, breaks, safety, conduct, paycheck distribution, privacy, care of company property and records. Responsible for accuracy of 702, excise tax & OLCC filings for wineries.
- Accounting: Manages purchase order process in conjunction with production & vineyard management. Maintains vendor accounts for related invoices through statement research and discrepancy resolution. Generates invoices for accounts receivable.
- Timekeeping: Manages bi-weekly payroll through Workforce Ready system. Monitors time clock; conducts local troubleshooting; responds to employee inquires related to timecard issues received, distributes bi-weekly paychecks. Acts as primary liaison between on site employees and Corporate Payroll department.
- Workers’ Compensation: Works with local management team to provide prompt response to work related injuries and ensures compliance with all company and regulatory guidelines including preparing and filing all necessary insurance paperwork, acting as a liaison with local occupational clinic, communicating with injured worker-HR-insurance company.
- Safety Coordination: Assumes responsibility for key safety coordinator for winery to include scheduling/monitoring safety meetings in conjunction with other company resources, vendors, and consultants. Tracks and maintains safety records and metrics, assists with developing and managing local awareness and recognition programs.
- Hiring Process: Manages pre-employment health screen process for all new hires in winery and vineyard, provides basic orientation to new hires, assume full responsibility for processing, managing, and ensuring regulatory compliance of I-9s. Responsible for annual winery hiring of seasonal harvest personnel including entering requisitions, communications, and onboarding for candidates. Point person for winery with placement of International interns and all appropriate compliance– which includes but is not limited to: liaising with HR, Visa compliance, and necessary paperwork.
- Inventory Management: Manages inventory processes and record keeping for winery including cased goods, packaging materials, bulk wine, etc. Responsible for accuracy of biannual packaging materials / wine reconciliations.
- Employee Relations: Assists employees with day-to-day benefits questions and directs employee inquiries to appropriate HR personnel. Processes status changes and ensures appropriate administration and documentation of company policies. Provides day to day response to employees regarding company policy and programs.
- Special Projects: Adept at project management. Assists in communication, coordination and implementation of company and winery programs and initiatives such as rewards and recognition programs, special events, celebrations, Town Hall meetings, etc. On behalf of General Manager, may take the lead with specialized, substantive winery projects and/or participate in cross functional project teams.
- Partners with HR Business Partner and VP, Vineyards as conduit between farm labor contractors and internal teams
- Manages and acts as winery point person for telecommunications, IT, company communications, vendors.
- Supervises administrative office employees.
- Other duties and special projects as assigned.
Essential Skills, Experience, and Education
- Bilingual fluency in speaking, reading and writing Spanish mandatory
- Strong proficiency in Microsoft Office including advanced proficiency in Excel, JD Edwards.
- Must be well organized, flexible and able to effectively manage multiple priorities in a fast paced, fluid environment. Must be able to perform effectively in fast paced environment; must be detail oriented and demonstrate a high level of proficiency in anticipating, addressing and resolving an on-going variety of assignments and challenges.
- Must effectively and diplomatically interface and communicate with employees at all levels and departments in the company.
- Prior recent, relevant office experience and 2 or more years of related winery experience strongly preferred.