Vineyards Office Administrator (Wine Jobs: Vineyards & Cellars )

Full Time

  Arterra Wines Canada

  Oliver, British Columbia

Job Description:

Arterra Wines Canada Western Viticulture Department is a multi-farm operation with world class properties spanning across the South Okanagan from Osoyoos to Summerland. We have premium vineyards containing a wide range of grape varieties, soil types, and growing conditions.

We are currently recruiting for a detail oriented, organized individual who is self-motivated, and customer focused to fill the position of Vineyard Office Administrator based out of our Viticulture Office located in Oliver, BC. Our organization has an industry leading leadership team; a collaborative working environment full of determination and success; and a structure which offers best in class training and development to our team members.

The Role:

The Vineyard Office Administrator will perform duties related to the organization and maintenance of the Vineyard department information. Including general office administration, employee payroll, human resources support, accounts payable co-ordination, finance reporting, and co-ordination and support to vineyard team.

Responsibilities include but may not be limited to:

  • Monitor and analyze vineyard financial activities including: budget development, monthly financial reporting, and AP/AR co-ordination. Daily coding and processing of all invoices for the department by business unit, object account and sub-ledger including purchase order processing, monthly budget tracking and identifying variances between budget and actuals, monthly journal adjustments .
  • Co-ordinate personnel activities including new hires, termination, benefit enrolment, and training documentation.
  • Administer the foreign worker program (completion of all related paperwork, including but not limited to, applications, intake and departure arrangements).
  • Support grower data management & reporting (supplier data, JDE data, grower statements, BC wine authority, crop insurance).
  • Utilize company specific software (JDE, WorkflowGen, Concur etc.) to complete vineyard documentation of payroll process, AP/AR, and grower management.
  • Prepare and submit expense claims.
  • Collect, prepare, and format information/data for meetings. Create, update, and track presentations, reports, agenda items, and timelines.
  • Support all written communications; prepare correspondence, edit and proofread documents, and coordinate follow-up. Anticipate office needs and maintain supplies.
  • Explore and investigate items of interest and present new ideas and enhancements for continuous improvement to processes and/or procedures.
  • Perform general vineyard administrative tasks as required or requested (office reception, meeting documentation, filing, etc.).
  • Complete ad hoc assignments as required.

Job Requirements:

  • Office Administration Diploma or Equivalent Education / Training
  • Minimum 3 years’ experience in an Administrative / Office Management position
  • Advanced knowledge and experience of Microsoft Office suite (Word, Excel, PowerPoint, Outlook) with an emphasis on Excel
  • High level of computer literacy with ability to learn complex internal software programs
  • Ability to triage quickly and be adaptive and resilient to change (short-term and long-term)
  • Creative, logical, and critical thinking skills and strong time-management and organizational skills
  • Collaborative nature is a must, but must be able to take initiative and work independently

We are committed to establishing a qualified workforce that reflects the diverse population it serves and we encourage applications from all qualified individuals. We are also committed to preventing and removing barriers to employment for people with disabilities, and we invite you to inform us should you have any accessibility or accommodation needs.

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