Banner

Seasonal Administrative Assistant

The Wine Group, 22004 Road 24, Madera, California, United States of America Req #695
Friday, May 14, 2021

At The Wine Group we are passionate about our people, our future and our wine. We are America’s second largest wine producer by volume with over 1,200 employees globally across 12 locations in California, New York and Australia. We are proud to be responsible for many of America’s most beloved wine brands, including Cupcake, Franzia, Chloe, Concannon, Benziger, Imagery, AVA Grace, 7 Deadly and more. We are dedicated to our culture built on values like entrepreneurialism, innovation, social responsibility and stewardship. To learn about us and our career opportunities, check us out at www.thewinegroup.com and then come join the exciting journey at The Wine Group.

JOB SUMMARY 

The Seasonal Administrative Assistant reports to the Administrative Services Supervisor and performs a wide variety of administrative functions for the plant. It will provide cross coverage for other functions for the Administrative Services Supervisor. This is a seasonal position for the harvest season, appx. July/August – Oct/Nov. Ideal candidates will have 3+ years administrative experience, ideally in a manufacturing environment, and are strong with programs like Excel, Word, Outlook, etc. 

ESSENTIAL FUNCTIONS
  • Reception duties such as, answering telephone and directing calls, opening, and distributing mail.
  • Photocopying, faxing, filing of documents
  • Coordinate outbound shipping via FedEx, UPS, and/or DHL as required by personnel.
  • Assist with daily harvest tag checks
  • Verify all crush paperwork is accounted for and filled out correctly
  • Create sample labels as required
  • Assist with export shipping paperwork, to include daily, weekly, and monthly reporting
  • Issue, write, receive, and submit invoices for payment in JDE
  • Assist with routing invoices to Accounts Payable after manager approval; this process includes coding, obtaining signatures, photocopying, filing at facility, sending over to Accounts Payable and tracking
  • Develop and utilizes spreadsheets and databases 
  • Order supplies for office as needed
  • Assist with Intelex; completes tasks, uploads documents, updates permits, assist others with technical support
  • Download data from JDE, and/or other production systems 
  • Provide variety of reports to Plant Manager
  • Track safety tailgate attendance and facilitate makeup training when required
  • Assist Plant Manager and Administrative Supervisor with keeping all binders up to date with the most current information for:  safety training and tailgates, RPM/PSM, safety manual, CRWQCB – Wastewater, domestic water supply, permits, etc.
  • Provide support to other departments and outside vendors as needed
  • This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for their job. Duties, responsibilities, and activities may change at any time with or without notice. 

QUALIFICATIONS 
  • 3-4 years prior administrative experience required, ideally in a manufacturing environment
  • High School Diploma or equivalent
  • Excellent communication skills, both written and verbal      
  • Demonstrated ability to multi-task and provide follow-up
  • Familiarity with wine movement and terminology preferred
  • Ability to work with minimal supervision
  • Ability to understand departmental operations and procedures
  • Ability to contribute to positive work atmosphere by communicating with clients, customers, colleagues, and management
  • Detail oriented
  • Proficient in Microsoft Excel, Access, Word, and PowerPoint
  • Support and model all company procedures and policies
  • Must embrace and demonstrate The Wine Group Core Values - Performance, Empowered and Cost-mindful, and keep them in mind when making all decisions
  • Demonstrated reliability and punctuality, work effectively in team/crew environment, adherence to all safety regulations and operating procedures.
 
PHYSICAL DEMANDS 
  • Ability to travel between facilities when required
  • Primary work activities are within an office environment
  • Must be able to lift up to 35 – 40 lbs. 


At The Wine Group, we are proud to be an equal opportunity employer and we are committed to an environment of mutual respect, diversity and inclusion. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, genetic information, national origin, disability, protected veteran status or other characteristic protected by law. 

Other details

  • Job Family Administrative Support
  • Job Function Cross-Fun
  • Pay Type Hourly
  • Employment Indicator Seasonal
  • The Wine Group, 22004 Road 24, Madera, California, United States of America