OPERATIONS ADMINISTRATOR
(Wine Jobs:
Management & Administration)
Full Time
Don Sebastiani & Sons
Napa,
California
POSITION SUMMARY
Our Operations Administrator acts as a receptionist and provides support to Operations and Human Resources. This is a key administrative position and the incumbent must be able to manage multiple tasks simultaneously with time sensitive deadlines.
PRIMARY DUTIES AND RESPONSIBILITIES
OPERATIONS:
Performs document control administration as it pertains to the HACCP and ISO programs; participates as a member of the HACCP/ISO team; maintains and archives records.
Creates and maintains purchase orders in NAV; provides purchasers with order numbers. Forwards invoices to accounting with accurate purchase order information.
Administrator for timekeeping system – provides training to new employees, updates system as required for policy changes, codes bottling timesheets for labor cost tracking.
Accurately enters bottling information into NAV system.
Maintains production data such as line efficiencies, downtime, temporary labor costs.
Takes, prepares and distributes meeting minutes for production meetings, safety meetings, HACCP/ISO meetings and other meetings as requested.
Coordinates temporary staffing for Operations and Winemaking departments. Arranges for temps as needed; tracks and verifies hours worked with supervisor sign-off, codes expenses to appropriate departments, submits weekly time cards to temp agencies; and maintains temp usage reports.
Prepares and reconciles bottling, winemaking, and storage charges for custom bottling contract invoicing.
Administrator for all safety activities and workplace injury reporting. Schedules required annual safety testing and training, safety meetings, monthly safety activities. Maintains SDS files. Reports all workplace injuries as required, maintains OSHA 300 log and submits annual OSHA report.
Member of employee events team, Fresh Juice.
Assists Director of Operations with special projects as requested.
Prepares monthly 702 report to TTB.
Attends staff meetings and training as required.
RECEPTION:
Answers and greets all calls and visitors in a courteous, professional manner; takes messages and/or forwards calls. Makes visitors comfortable, offers water, coffee, restroom, etc.
Opens and distributes incoming mail, prepares and sends outgoing mail.
Orders and maintains office, janitorial and production safety supplies; monitors and tracks all billings for vendors and service providers; solicits bids for competitive pricing when appropriate.
Prepares meeting and conference room reservations.
Performs general clerical duties not limited to filing, photocopying, faxing, organizing and maintaining file system.
Actively maintains a clean, orderly and safe work area.
Carries out special projects as requested and takes on additional responsibilities.
EDUCATION/EXPERIENCE/SKILLS
High School diploma with some business school a plus; or equivalent related work experience.
Three to five plus years’ experience in office administration; winery or food related manufacturing experience desirable.
Must be proficient in Microsoft Office and Excel.
Experience in HACCP and/or ISO manufacturing environments a plus.
Experience in Microsoft Navision, or other enterprise systems, and experience in timekeeping systems desirable.
REQUIREMENTS
Requires ability to use up to 50 pounds of force occasionally and/or up to 20 pounds of force frequently and/or 10 pounds continuously to move objects.
Requires ability to walk, stand and sit, sometimes for prolonged periods of time.
Requires sufficient good health to properly discharge duties.
Requires ability to travel to various geographic locations, primarily to Sonoma for required meetings.
Requires ability to drive assigned vehicle(s) or personal vehicle, with appropriate state license, following all laws applicable; must provide proof of liability insurance and must be eligible to be insured under DSS’s insurance policy.
How To Apply
To apply, please email your resume as a Word document along with a cover letter outlining your related experience to
[email protected] Please include your salary history.
Due to the high volume of resumés, please be sure Operations Administrator is used in your subject line.Thank you