Office Manager

3 weeks ago

Napa, United States WineTalent Full time

WineTalent is working with our confidential client on an Office Manager search

About the Company: WineTalent has been working with this client consistently for the last 20 years. It is an estate winery dedicated to the highest quality wines that represent the Napa Valley's terroir and excellence in the world of wine. The team is a close-knit group of wine professionals, with many years of experience at the company.

About the Position: The Office Manager is a key member of the team. This role is the first contact people may have with the winery. The Office Manager manages the office administration, reporting to the Estate Director, Director of Viticulture and Winemaking, and ownership, while supporting winemaking, vineyards, laboratory, facilities, hospitality, and human resources. This role manages the administration of the winery while also participating in guest interactions including tours, tastings, and wine order fulfillment.

Responsibilities:This role is responsible for the office administration of the winery. The Office Manager also supports the company's hospitality program.

Administration:

  • Answer phone calls and direct callers to appropriate personnel.
  • Respond to emails and other correspondence in a timely and professional manner.
  • Manage incoming/outgoing mail and shipments through USPS, DHL, FedEx, UPS, and Amazon.
  • Pack and ship wine as necessary. Maintain up to date knowledge of wine shipping laws.
  • Manage the owners' schedules and book necessary appointments; keep a detailed Itinerary of their visits.
  • Help type and/or translate correspondence memos, letters, faxes, and forms.
  • Maintain an organized, neat, and professional workstation.
  • Operate and maintain all office equipment and maintain office supply inventory.
  • Coordinate with cleaning staff and maintain cleaning supply inventory.
  • Filing and Shredding.
  • Other duties as assigned.

Hospitality:

  • Respond to all reservation inquiries in a timely and professional manner. Coordinate with owners and Director on all requests. Add them to our company calendar once approved.
  • Welcome all guests in a warm and gracious manner.
  • Provide recommendations on where to stay and dine for our guests and callers.
  • Assist with set up and breakdown of guest tastings, meetings, and events.
  • Be present at and assist in hospitality events, including some weekends.
  • On occasion, host guest visits: guide them through our vineyard, winery, and tasting.
  • Assist with all tasting room activities, including washing glassware and cleaning the tasting room.

Qualifications:

  • Minimum 5 years of experience in a customer service setting.
  • Able to stand and/or walk for long periods of time.
  • Must be able to lift 40 pounds.
  • Must be at least 21 years of age and have a valid CA driver license.
  • Responsible Beverage Service training certificate (will be provided by winery if necessary).
  • Wine knowledge and enjoyment.
  • Professional appearance and demeanor.
  • Able to work independently and cohesively with team members.
  • Working knowledge of office equipment; printers, multi-line phone, fax, and typewriter.
  • Proficiency in MS Office (MS Excel and MS Outlook).
  • Ability to prioritize work but sometimes multi-task, highly organized and detailed oriented. Good written and verbal communication skills.
  • Friendly, Energetic, and able to think quickly on their feet.
  • Ability to work varying shifts/days of the week, including weekends.
  • Ability to take direction from multiple supervisors.
  • Bilingual in French or Spanish are a plus.

Compensation and Benefits:

  • This is a full-time, hourly position.
  • Hourly compensation range is $28-35.
  • Competitive compensation depending on experience plus benefits including medical, dental, vision and life insurance. Additional benefits include 401(K) with employer match, HSA, PTO, holiday pay, and discretionary bonus program.

About WineTalent: WineTalent is a wine industry focused recruitment company. We work closely with our clients and our job seekers to find the right fit of talents, experience and work environment. All inquiries will be kept strictly confidential.

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