Payroll and Operations Assistant
(Wine Jobs:
Management & Administration)
Full Time
West Kelowna,
British Columbia
This is an exciting industry with passionate people leading the charge at Mission Hill Family Estate Winery. Our people are committed to our products, each other and focus on quality. With this drive towards quality, you can understand how we became a world class organization, leading and shaping the Canadian Wine Industry. We are considered a top leader in the development of wine, culinary and tourism and are looking for a proven and passionate Payroll and Operations Assistant to further strengthen our world class winery team.
Position Description – This is an excellent opportunity for someone with a passion for the wine industry, quality and attention to detail. Working as a key internal resource for the Operations team, the Production and Maintenance Assistant provides support through payroll, administrative, inventory and purchasing, as well as general front desk requirements.
Payroll and Operations Assistants role and responsibilities include:
Payroll/Administrative Responsibilities
- Review current payroll process and identify areas where automation is possible and recommend plan to decrease manual processing
- Upload and vet union Employee Group punch times in the payroll system (Ultipro/UTA)
- Enter schedules and premiums in Ultimate Time and Attendance System (UTA)
- Responsible for collecting and filing personnel paperwork for union members
- Maintains physical union employee files and long-term information storage, benefits, seniority tracking, vacation, banked, sick accruals
- Ensures confidential payroll information is protected from unauthorized access, use, disclosure, modification, loss or theft
- Understand and adhere to applicable union contract details in all aspects of payroll work
- Administer the Employee Wine programs, ensuring policy and process are followed, gift cards are loaded monthly and orders are processed within the guidelines in a timely manner
- Occupational Health and Safety Support; Attend safety meetings, record and file meeting minutes, safety reports, injury reports and other safety related documentation.
- Maintain the fire safety plan, site drawings, building logs and equipment related to fire suppression, fire extinguisher maintenance and replacement, under the direction of the Building Maintenance Manager.
- Provides back up to other members of the Operations administrative team as required
- Administering janitorial contract (JR Janitorial), enter required tasks into logbook for additional services and ensures they are communicated to Janitorial Contractor.
- Maintains office equipment with required inputs; printer cartridges, paper etc.
- Coordinates offsite document archival at Iron Mountain for winery location.
Purchasing/Shipping-Receiving
- Ordering, Inventory control and shipping/receiving for miscellaneous production and maintenance -related supplies (barrels, tanks, chemicals, lubricants, uniforms, safety supplies, tools, equipment, etc.)
- Responsible for ad hoc purchasing and shipping/receiving (supplies for grounds crew, kitchens, and vineyards) working with different operations teams as necessary to help facilitate day-to-day activities
- Provide support where required to Cellar Assistant and Winemakers, Building Maintenance, Bottling Line Maintenance, Bottling Line Supervisor, Cellar Supervisor
- Responsible for coding of invoices for receivers (packing slips)
- Administer relationships with external suppliers, maintain supplier information files and current pricing
- Coordinate shipping/receiving of goods for other departments where required; bottled water system, floor mats, and waste management
- Assist in the coordination of day to day issues for facility repairs & renovations where required.
Front Desk
- General reception responsibilities for the Operations Office including answering the phone, greeting and directing guests and providing general information
- Face of the Operations department to employees, suppliers and guests, ensuring a high level of internal and external customer service is executed at all times.
Qualifications
- 5 years Administrative Experience, preferably in the Alcohol Beverage Industry.
- 3-5 years Canadian Payroll experience, preferably in a unionized Payroll environment using an automated payroll provider (Ultipro, ADP, Ceridian,)
- Completion of Payroll certification/designation
- Expertise in Canadian payroll laws and regulations
- Expertise in payroll software, time and attendance, and HRIS systems
- Strong computer and technology skills
- Experienced with WorkSafe BC regulations, documentation & reports
- Experience and/or enrollment in a materials management/procurement or equivalent Pro-D program are desirable.
This is an exciting opportunity in an environment which champions quality, continuous improvement and career development. This opportunity is the right step for your winemaking career. At Mission Hill Family Estate Winery, you are able to create opportunities for growth and development in a growing company and join a team who is considered a top leader in the development of wine, culinary and tourism sectors for British Columbia. Don’t miss your opportunity to present your application; apply through our website at missionhillwinery.com/employment.
How To Apply
Applications will only be accepted through our website at www.missionhillwinery.com/employment .
Only those selected for an interview will be contacted further.