Office Manager

3 weeks ago


Youngstown, United States L'uva Bella Winery Full time

Are you passionate about wine and eager to join a dynamic team? L’uva Bella Winery is seeking a detail-oriented and proactive office manager to oversee our administrative operations and contribute to the smooth functions of our winery.


Position Summary: Office Manager 


Essential Responsibilities:

·       Accounting

o   Management of AR accounts and customer payment schedules 

o   Management of AP accounts and vendor payments 

o   Entry of all data into QuickBooks including but limited to billing and invoicing  

o   Processing of checks through portal and deposit log tracking

o   ACH and check approvals 

o   Collection of sales rep commissions & reporting 

o   Reviewing, gathering receipts, and entering all credit card statements 

o   Assist accountants with information as needed 

o   Cash management 

·       Office: 

o   Sorting & filing of paperwork 

o   Setting up new customers & vendors 

·       HR

o   Management of all payroll company wide

o   HR tasks as needed 

o   Onboarding of new employees

o   Tracking of PTO

o   Recruiting & interviewing of needed roles 

·       ERP

o   Inputting of goods into ERP & dispatching of product out of ERP

o   Entering order work orders and PO fulfillments in ERP

o   Analyzing pending PO’s and inbound vendor shipments 

o   Pulling monthly depletion reports 

o   Reconciliation of inventory in Vintrace at month end 

·       Reporting 

o   Running & analyzing reports on a daily, weekly, monthly, and annual basis including but not limited to P&L, balance sheets, COGS, payroll, vendors, customers, etc.  

·       Juice/Grape Business 

o   Customer point of contact for coordinating, scheduling, and managing our seasonal juice/grape business for both retail and wholesale operations 

o   Inputting and analyzing of historical, forecasting, and actual ordering data for each wholesaler 

o   Schedule and management of forecasting calls with each wholesaler 

o   Management and scheduling of wholesale juice orders during season, ensuring proper timing of inbound raw material and outbound customer shipments 

o   Ensuring proper inventory levels of retail store front 

o   Update and maintain wholesaler portal through website


·       Retail:

o   Answering phone calls as needed

o   Attending to retail customers & labeling customers as needed 


·       Case Club

o   Case club management and main point of contact for customers 

o   Schedule and arrange each case club shipment, one in the spring one in the fall 

o   Work with bistro management on server training and incentives 

o   Arrange, plan, and execute each case club pick up party 



Required Skills / Experience / Education:


·       Associates degree preferred 

·       Minimum 5 years of office management experience 

·       Ability to use software applications including Microsoft Word, Excel, PowerPoint, and e-mail programs, QuickBooks, and ERP.

·       Ability to utilize POS platforms for sales reporting, inventory reporting, and costing 


Knowledge / Skills / Abilities:


·       Ability to take initiative and be proactive in identifying issues, recommending solutions and executing effectively to ensure resolution

·       Proven track record in building effective relationships with customers and partners 

·       Strong oral, written, and communication skills 

·       Demonstrated ability to achieve performance goals with minimal direction and supervision


Physical Requirements / Work Environment:


·       Possess a valid driver’s license

·       Must be at least 21 years of age. Must be able to sit and/or stand for long periods of time and work on a computer for extended periods. 

·       Must be able to stand, walk, sit

·       Must be able to move up to 55 lbs 

·       Climb or balance stairs / ladders

·       Office hours: 8am – 4:30pm Monday – Friday, seasonal hours will require periodic Saturdays


Compensation: 

1.     Salary

2.     Healthcare, 401(k), 401(k) Matching, Profit Sharing, Employee discount program, PTO 

Job Type / Department: Full-time / Office



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