Office Administrator

Job Description:

Company Overview
Established in 1972, Boeger Winery & Farmworks is a multi-generational family-owned winery and farm in El Dorado County within the Sierra Foothill region of California. Boeger produces wines made from thirty-three grape varieties with a distinctive focus on Italian and Spanish varietals and is expanding their scope to include diverse offerings such as farm fresh produce, value-added products, and estate-grown tea.

Located on an enchanting 70-acre estate that dates to gold rush days, Boeger is the oldest winery in El Dorado County and is consistently named one of the top agricultural destinations in the region. Our delightful picnic grounds, impressive historic buildings, and an award-winning lineup of wines draw over 30,000 visitors

This Office Administrator role is solely responsible for the office management and accounting of Boeger Winery, Inc., working independently while reporting directly to the Administrative Officer. The position may be assisted by the company’s outside CPA and will interface with officers or directors on special projects.

Accounts Receivable – manage incoming revenue, track money owed by customers, process payments and handle collections.

a. Create and send accurate wholesale customer wine orders, including attaching proper supporting documents, uploading bills to online portals, issuing credits and processing refunds as needed.
b. Reconcile daily Direct-to-Consumer sales with bank deposit, run KPIs, and calculate staff commissions as applicable.
c. Process payments, including receiving/posting checks, ACH, wires and credit card payments, matching incoming payments to open invoices, and depositing physical checks at the bank.
d. Monitor aging report, including tracking overdue accounts, making collections calls, and notifying sales reps of late accounts.
e. Answer client questions about charges or invoices, resolve any billing disputes professionally, and work with sales team to fix errors.

Accounts Payable – process and verify invoices, execute timely disbursements, reconcile vendor statements, and maintain precise financial and tax records.

a. Manage invoices, including reviewing and verifying vendor invoices for accuracy and valid authorization, coding expenses accurately to general ledger accounts and entering invoice data into QuickBooks.
b. Process payments, including scheduling and executing disbursements via ACH, wire transfer or check, monitoring payment terms to capture early-payment discounts and avoid late fees, reconciling corporate credit card statements and managing weekly check runs.
c. Vendor management, including maintaining up-to-date vendor records like W-9 forms, investigating and resolving billing discrepancies, disputes or missing credits, and responding professionally to vendor inquiries regarding payment status.
d. File regulatory reports such as annual 1099 forms.

General Ledger Management – maintain the company’s core financial records, prepare journal entries and reconcile balance sheet accounts to ensure GAAP compliance.

a. Review accounts for normalcy of all transactions compared to prior years.
b. Identify and record transactions requiring journal entries.
c. Perform balance sheet and income statement account reconciliations.
d. Reconcile bank statements and cash activity.
e. Prepare books and schedules for officer review and submission to CPA for year-end financial statements and tax preparation.

Inventory Management – oversee stock levels, track warehouse transfers, and reconcile physical counts with company records.

a. Reconcile inventory removals semi-monthly.
b. Disseminate inventory reports to sales and production staff.
c. Monitor inventory levels in shipping warehouses and reconcile counts.
d. Administer allocations.

Tax and Government Compliance – prepare and file federal, state and local documents accurately and on time.

a. Prepare and file semi-monthly Excise Tax reports and generate payment.
b. Calculate and submit monthly prepayments, prepare quarterly Sales and Use Tax reports and generate payment.
c. Ensure that all Direct-to-Consumer taxes are paid via Ship Compliant and record transactions in QuickBooks.
d. Prepare and file monthly TTB wine premises report.
e. Prepare and file quarterly California BOE excise tax report and generate payment.
f. Obtain and timely renew all city, county, state and federal licenses and permits.
g. File TTB certificates of label approval for all new labels.
h. Apply for and renew Fictitious Business Name Statements.

Miscellaneous Duties

a. Monitor office supplies and reorder as needed.
b. Obtain current compliance posters and signs and display them as required, such as Prop 65 Warning, OSHA, Worker’s Comp, etc.
c. Assist winery principals, as requested, with special projects, research, data analysis, etc. as requested.
d. Liaison with all service providers, such as IT, POS, phone system, elevator, etc.
e. Maintain DMV records and renewals.

Skills and Qualifications
• Associate or bachelor’s degree in accounting or business.
• Minimum of three years of administrative, office support, data-entry, bookkeeping, or related experience is required.
• Previous winery experience is preferred.
• Experience with QuickBooks or similar accounting software is helpful; a strong willingness to learn is essential.
• Proficient with Excel, including basic formulas, filters, sorting, formatting, and maintaining reliable tracking spreadsheets, and familiarity with other MS Office applications (Access, Outlook) and retail POS programs
• Ability to learn company procedures, ask good questions, take notes, and become increasingly independent over time.
• Exceptional organization, accuracy, judgment, and follow-through.
• Ability to manage multiple priorities, work independently, and create order.
• Professional discretion and communication skills with a service-minded, team-oriented approach.

Create a Job Alert

Receive an email alert when similar new jobs are posted. It's free, fast and easy.

Create Alert