Administrative Assistant

Job Description:

Administrative Assistant
Department: Administration
Reports To: Administration Manager
Status: Part-Time, up to 30 hours per week.
Location: Calistoga, CA

Position Summary
The Administrative Assistant provides accounting, administrative, and operational support to ensure efficient day-to-day business operations. This role supports the Administration Manager by handling accounts payable, accounts receivable, customer and vendor communications, recordkeeping, and general office administration.

Accounting & Administrative Support
•  Process vendor invoices and prepare accounts payable for approval and payment
•  Monitor accounts receivable and follow up on past-due customer balances
•  Apply customer payments and maintain accurate records in QuickBooks and related systems
•  Assist with customer statements and account reconciliations
•  Maintain vendor files, W-9s, and onboarding documentation
•  Organize digital and paper records
•  Assist with month-end reporting and data entry as needed

Customer & Vendor Support
•  Respond to routine customer and vendor inquiries
•  Coordinate invoice and payment communications
•  Assist customers with account questions and payment processing
•  Support vendor setup and maintenance

Administrative Support
•  Manage incoming calls, emails, and general office correspondence
•  Assist with scheduling meetings and coordinating calendars
•  Maintain office supplies and administrative records
•  Prepare documents, spreadsheets, reports, and presentations
•  Support special projects assigned by the Administration Manager

HR & Employee Support
•  Assist with onboarding paperwork and employee file maintenance
•  Coordinate employee forms and administrative documentation
•  Support benefit and payroll-related administrative tasks

Operations Support
•  Assist with inventory and data entry projects
•  Support customer onboarding and account setup
•  Provide backup support to hospitality and administrative departments during busy periods

Qualifications
•  2+ years of administrative, bookkeeping, or office support experience
•  Experience with Accounts Payable and Accounts Receivable preferred
•  Proficiency in Microsoft Office (Excel, Word, Outlook)
•  Experience with QuickBooks Online preferred
•  Strong organizational skills and attention to detail
•  Ability to manage multiple priorities and meet deadlines
•  Excellent written and verbal communication skills
•  Bilingual (English/Spanish) desired but not required

Physical Requirements
Ability to sit, stand, walk, bend, and lift up to 40 pounds occasionally. Must be able to work at a computer for extended periods.

Schedule
Typical schedule is Monday through Friday during regular business hours. The selected candidate for this position will be on-site 4 days per week, the final schedule will be agreed upon by the candidate and Management. Occasional evenings, weekends, or special event support may be required.

Equal Employment Opportunity
We are an Equal Opportunity Employer and values diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, or any other protected status.

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