Accounting/Admin Specialist

Job Description

Job Description

Accounting / Administrative Specialist

Location: Santa Rosa, CA
Compensation: $32.00–$36.00 per hour, DOE
Schedule: 32-36hrs/week (Mon-Fri)

 

About the Opportunity

ProSearch Recruiting Group is partnering with an established and growing company in the wine industry to identify a detail-oriented and versatile Accounting/ Admin Specialist to join their team.

 

This is an excellent opportunity for an experienced accounting professional who enjoys wearing multiple hats and contributing to the day-to-day operations of a busy organization. The ideal candidate will bring a strong background in accounts payable, payroll processing, and administrative support, along with a proactive attitude and the ability to manage competing priorities.

 

Reporting directly to the Controller, this individual will play an integral role in supporting accounting functions across multiple entities while assisting with order processing, reporting, and general office operations.

 

Key Responsibilities

Accounting & Payroll

• Process biweekly payroll for 75+ employees, ensuring accuracy and timely completion.
• Manage accounts payable activities across multiple entities, processing approximately 200 invoices weekly.
• Review, code, and verify invoices and payment requests for proper approvals.
• Maintain vendor records, reconcile statements, and research discrepancies.
• Review and reconcile employee expense reports and corporate credit card statements.
• Assist with vendor W-9 collection and annual 1099 reporting.
• Process incoming payments, prepare bank deposits, and distribute vendor payments.
• Maintain accurate accounting records and electronic filing systems.

Order Processing & Reporting

• Process wholesale and sample wine orders, including invoicing and shipment coordination.
• Prepare monthly sales, aging, and customer activity reports for sales representatives.
• Maintain customer records, credit applications, and resale certificate documentation.
• Track orders and follow up on time-sensitive shipments to ensure timely fulfillment.
• Develop and maintain Excel spreadsheets for reporting, reconciliations, and data tracking.

Administrative & Office Support

• Provide general administrative assistance to the Controller and company leadership.
• Manage document scanning, electronic filing, and records organization.
• Coordinate incoming and outgoing mail, office supplies, and occasional bank errands.
• Welcome visitors and provide professional front-office support.
• Assist with special projects and additional operational needs as assigned.

 

Qualifications & Experience

• 4–6 years of accounting and administrative experience, preferably within a corporate or multi-entity environment.
• Strong hands-on experience with accounts payable, invoice processing, and account reconciliations.
• Previous experience processing payroll; familiarity with biweekly payroll cycles preferred.
• Proficiency in Microsoft Excel, Word, and Outlook.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Ability to prioritize multiple responsibilities and meet deadlines in a fast-paced environment.
• Excellent communication skills and a collaborative, team-oriented approach.
• Demonstrated discretion when handling confidential financial and employee information.

 

What We're Looking For

We're seeking a dependable, resourceful professional who takes ownership of their work and enjoys being an important part of a collaborative team. Someone who can confidently manage accounting responsibilities while remaining flexible enough to jump-in wherever needed will thrive in this role.

 

Interested in Learning More?

If you're an experienced accounting and administrative professional looking for your next opportunity with an established organization in the wine industry, we'd love to connect!