Office Administrator – Production Team

May 7, 2024
$25 - $28 / hour
Urgent
Application ends: June 30, 2024
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Job Description

As a Certified B Corporation, Bonterra Organic Estates (formerly Fetzer Vineyards) is grounded in the transformational goals of the regenerative business. Since our founding in 1968, we have been driven by excellence, innovation and longstanding commitments to the environment and responsible business practices.

Part of global powerhouse Viña Concha y Toro, Bonterra Organic Estates is focused on crafting wines made from organic and Regenerative Organic Certified® grapes from our facility in Mendocino County, California, including category leader Bonterra (named the 2016 Wine Enthusiast American Winery of the Year); sustainability standout Fetzer; and 1000 Stories, California’s original Bourbon barrel-aged wine.

In the highly visible role of Office Administrator to our busy Production department and team members, you will play a vital role in providing highly detailed and friendly administrative support to ensure needs are met and things run accurately and smoothly. Areas of focus include data tracking and report generation, general office support, timekeeping, expense and invoice coding/processing, as well as administration and coordination of health and safety-related training and compliance matters. The right candidate likes learning new things, enjoys a variety of tasks, is confident with data and systems, takes ownership, and aims to provide stellar service to employees and vendors. If you have a can-do attitude and want to leverage your current experience to the wine industry, then we want to hear from you.

Expense, Vendor, Invoice and Purchasing Activities and Data Analysis
• Administer all contract/vendor-related activities in WebDocs as needed
• Use Concur to process all P-Card transactions for Production department employees on a monthly basis:
o Coding, scanning and uploading receipts
o Creating expense reports and submitting reports for approval
• Through SAP, submit purchase requests to internal procurement team/purchasing agents as required
• Obtain Certificate of Insurance (COI) documentation for new vendors
• Gather and enter daily production run data and generate downtime analysis reports
o Produce various reports and distribute accordingly

Office Administration
• Coordinate the ordering and receipt of all office supplies including postage, shipping and coffee/beverage supplies.
• Act as point person for department communications. Distribute company announcements as requested, this may include posting to bulletin boards, sending calendar invitations, emails and hand-delivering information throughout the Production building. Support verbal and written translations as needed

Environmental, Health, Safety & Compliance
• Represent Production departments at EHS team meetings as well as implement action items from these meetings as needed
• In collaboration with EH&S and HR, conduct new hire safety orientations for Production employees
• Direct safety-related activities and responsibilities by organizing, scheduling and conducting safety trainings:
o Gather needed materials and prepare necessary documents (i.e. incident reports, return to work forms, training logs, etc.).
• As assigned, provide support to departments for compliance-related activities and responsibilities by performing monthly and annual inspections as assigned; schedule, organize and conduct compliance training, catalogue needed materials and ensure compliance with postings?both informational and required
• Work with managers to prepare written documentation including but not limited to SOPs, Root Cause Analysis (RCA), Job Hazard Analysis (JHA) forms, training documents, etc.
• Intelex System (safety incident reporting) Serve as the department coordinator to meet workflow requirements for all applications. Enter new incidents, conduct causal analysis and identify corrective actions. Support use and perform data entry of department near misses/safety issues, work observations and inspections
• Assist with incident investigation meetings with parties involved to determine root causes and corrective actions
• Support employee injury reporting process including form completion and employee communications
• Enter safety data sheets (SDS) into Sitehawk web-based data base and facilitate the Material Approval Process

Production Support
• Assist Production and bottling line team members with special projects as
• Assist machine operators on our high speed bottling lines as needed to ensure continual operation of designated machine centers (i.e., labeling equipment, depalletizer, etc.) if shorthanded, during breaks, etc.

Requirements
• Degree or certification in administration or related field preferred with five plus years of professional or administrative-related work experience; or equivalent education/experience combination
• Strong administrative and time management skills with ability to manage one’s own time schedule and resources needed to complete tasks according to expectations
• Advanced computer skills in MS365, Word, PowerPoint, Email, Excel, Publisher, internet and related programs. Working knowledge of SAP or similar ERP system, preferred
• Bilingual English|Spanish, highly preferred

Compensation The target hourly range for this role is $25 to $28 per hour.

Benefits First day Medical, Dental, Vision, Life & Disability, Tax Savings (401k with company match), Health Care and Dependent Care Flexible Spending Account benefits available to eligible employees.