Administrative Coordinator

22 hours ago

Woodinville, United States Woodinville Wine Country Full time

Woodinville Wine Country is a 501(c)(6) organization with a mission to promote and support the development of the greater Woodinville area as a world-class wine tourism destination. Our membership includes wineries, breweries, distilleries, restaurants, hotels, transportation operators, and other affiliate businesses. With an office located in the heart of Wine Alley in downtown Woodinville, the WWC acts as a supporting catalyst for Washington Wine.


POSITION SUMMARY


Woodinville Wine Country (WWC) is seeking a highly detail-oriented and proactive Administrative Coordinator to manage key operational tasks, including bookkeeping, HR, and general business licensing and filings while supporting a dynamic wine tourism destination. This role requires strong organizational skills, the ability to communicate effectively with volunteers and partners, and the capability to plan itineraries for hosted FAM tours. While prior knowledge of the wine industry is not required, a passion for wine and travel is a plus.


The Administrative Coordinator will be required to work in the office 2 days per week, with the flexibility to work additional hours as needed for events and special projects.


The Administrative Coordinator will play a key role in supporting the mission of WWC to promote and enhance the Woodinville area as a world-class wine tourism destination, providing critical operational support to ensure the success of the organization.


ESSENTIAL FUNCTIONS


Administrative

  • Manage bookkeeping, accounts payable, payroll, and grant tracking for a small nonprofit, utilizing QuickBooks Online.
  • Oversee business filings, including timely renewals of all local, state, and federal licenses and documents.
  • Manage general HR responsibilities such as onboarding, maintaining employee records, and ensuring compliance with relevant regulations.
  • Maintain multiple accurate and up-to-date public and private calendars, including industry event calendars, Executive/Board calendars, and association activity calendars.
  • Plan itineraries and coordinate logistics for hosted Media, Press, Travel Trade, Strategic Partner, and VIP visits (FAM Tour Support).
  • Oversee the organization's Volunteer program, including recruitment, communication, and scheduling.
  • Foster positive communications and relationships with members and affiliates.
  • Perform general office/event duties, such as managing email inquiries and ordering/maintaining supplies.
  • Oversee daily operations of the Woodinville Visitor Center, including merchandise, inventory, and volunteer staffing.
  • Assist with managing membership dues and active lists with the Membership Engagement Specialist.
  • Attend key WWC events when marketing presence and/or staffing support is needed.
  • Adhere to company policies and procedures. 


QUALIFICATION


Required:


  • 3+ years of experience in an administrative role supporting multiple staff members and managing AP, bookkeeping, and HR functions.
  • Proficient with QuickBooks Online, Google Suite (Gmail, Calendar, Docs, Sheets, Slides), and CRM or Association Management Software.
  • Ability to manage multiple priorities and projects quickly and efficiently.
  • Excellent verbal and written communication skills, including grammar, spelling, and proofreading.
  • Strong organizational, time management, and problem-solving skills.
  • Ability to work independently with minimal supervision, as well as collaborate with various team members.
  • Must maintain strict confidentiality and adhere to company policies and procedures.
  • Ability to adapt to changing work environments and assist with fulfilling time-sensitive projects.
  • Ability to work occasional weekends, holidays, and evening shifts as needed to support events and hosted tours.

Preferred:


  • Degree in Hospitality, Marketing, Communications, Business Administration, or a related field.
  • Experience with HR-related tasks, such as onboarding and compliance.
  • Passion for wine, travel, and the tourism industry.

PHYSICAL REQUIREMENT

  • Ability to work in a constant state of alertness and safe manner
  • Frequent standing, walking and sitting
  • Occasional lifting, carrying, pushing, and pulling up to 50 pounds
  • Occasional crouching and reaching
  • Environment is well lit with a low to moderate noise level
  • Must be able to work at a computer or desk area for extended periods of time


Benefits

  • Part-Time 25 - 30 hours per week
  • Hybrid Work environment (2 days a week in the office)
  • Wine industry discounts
  • Access to wine education classes
  • Complimentary tickets to wine industry events
  • Opportunity to learn and grow in a dynamic wine tourism organization


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