Operations Administrator

Job Description:

Position Summary
The Operations Administrator provides administrative and operational support across Production, Finance, Human Resources, Safety, and general office functions. This position helps maintain accurate production and compliance records, coordinates purchasing and facility-related activities, supports safety programs, and assists with day-to-day administrative needs. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities and time-sensitive responsibilities in a fast-paced production environment.

Schedule: M-Th 9 hour days onsite and Friday 4 hours remote

Primary Duties and Responsibilities
Production & Operations Support
•  Maintain bottling reports, line efficiency spreadsheets, and bottle summary records for company and customer production.
•  Scan and maintain digital copies of bottling and production records.
•  Create SKUs and record applicable production activity in Vintrace, including off-site bottling.
•  Assist with new item and distributor setup forms and other operational documentation.
•  Prepare wine sample labels as requested.
•  Maintain water usage, wastewater disposal, sanitation, and other operational records required for annual reporting and audits.
•  Record and maintain the Napa overtime summary.
•  Assist Production with parts returns and related documentation.
•  Take and distribute meeting minutes for production, safety, HACCP/ISO, and other operational meetings.

Purchasing & Finance Administration
•  Create and maintain purchase orders in Business Central and provide PO numbers to purchasing personnel.
•  Review invoices for appropriate purchase order information and forward documentation to Accounting.
•  Provide basic administrative support to the Finance team, including AP data entry, check processing, scanning documents, and item setup review.
•  Coordinate expense reporting and credit card documentation as assigned.
•  Assist with insurance filings and Certificates of Insurance (COI) requests.

Safety, Compliance & Document Control
•  Provide administrative support for company safety programs, including scheduling required training, testing, meetings, and recurring safety activities.
•  Maintain Safety Data Sheet (SDS) records and other safety documentation.
•  Assist with documentation related to workplace injuries and incidents.
•  Prepare and maintain forklift certificates and operator cards.
•  Coordinate annual occupational testing and other required employee safety services.
•  Maintain and archive HACCP and ISO documentation and records.
•  Participate as an administrative member of the HACCP/ISO team.
•  Assist with preparation and maintenance of records required for audits and regulatory reporting.

Office & Facility Administration
•  Coordinate routine office and facility maintenance, inspections, and service appointments.
•  Schedule trash and recycling services as needed.
•  Order and maintain office, janitorial, and production supplies.
•  Coordinate incoming and outgoing mail, scanning, filing, signatures, and general document processing.
•  Maintain office equipment records, including monthly printer meter readings.
•  Provide general administrative support to Operations, Production, Finance, HR, and company leadership.
•  Respond to routine employee administrative questions and direct employees to the appropriate department when necessary.
•  Maintain an organized, clean, and safe work area.
•  Assist with special projects and other duties as assigned.

Education & Experience
•  Associate degree or business-related coursework preferred; equivalent relevant work experience will be considered.
•  Three or more years of administrative, operations, or office support experience preferred.
•  Experience in a winery, beverage, food manufacturing, or similar production environment is a plus.
•  Proficiency with Microsoft Office, particularly Excel, Outlook, and Word.
•  Experience with Microsoft Business Central/Navision, Vintrace, or similar ERP/production systems preferred.
•  HACCP, ISO, safety, or manufacturing compliance experience is a plus.

Skills & Qualifications
•  Strong organizational and time-management skills.
•  High level of accuracy and attention to detail.
•  Ability to manage multiple assignments and changing priorities.
•  Strong written and verbal communication skills.
•  Ability to maintain confidential and sensitive information.
•  Comfortable working with employees and departments throughout a production environment.

Physical Requirements
•  Ability to regularly sit, stand, and walk throughout an office and production environment.
•  Ability to occasionally lift and/or move up to 50 pounds and frequently handle lighter materials and supplies.
•  Ability to perform computer and administrative work for extended periods.
•  When driving is required for company business, must maintain a valid driver's license, appropriate insurance, and eligibility under the Company's insurance requirements.

BENEFITS
Competitive salary, medical, dental, vision, Life & Disability, 401K match, paid time off (PTO), paid holidays, and wine discounts.

EEO STATEMENT
Sonoma Bespoke provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination.

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