Accounting Assistant and Office Manager

As the Accounting Assistant, you will support the Controller in maintaining accurate financial records and ensuring the smooth operation of day-to-day accounting activities. This position is responsible for processing transactions, maintaining ledgers, assisting with month-end close, and performing other routine accounting tasks to ensure the integrity and timeliness of financial reporting. As the Office Manager, you will be responsible for providing day-to-day administrative and operational support across Alma Rosa Winery’s office, tasting room, and sales functions.

This role supports order processing, internal communication, customer service coordination, and general office operations to ensure business activities run smoothly and efficiently.

• Prepare and post journal entries in accordance with month-end close processes.
• Record and reconcile daily bank transactions and deposits.
• Manage review of bi-weekly payroll that is processed by third party.
• Assist with Accounts Payable (AP) functions, including invoice entry, coding, and vendor payment processing.
• Support Accounts Receivable (AR) activities, including invoicing, cash application, and collections follow-up.
• Create and process wholesale orders accurately and on-time.
• Maintain organized accounting records and ensure supporting documentation is properly filed and accessible.
• Assist with monthly account reconciliations and the month-end close process.
• Communicate effectively with vendors, customers, and internal team members to resolve discrepancies.
• Regularly record inventory transfers and depletions, as needed. Participate in quarterly inventory counts and reconciliation.

• Serve as the primary administrative point of contact for the office.
• Check, distribute, and manage incoming mail for the office and tasting room.
• Order and manage office supplies as needed.
• Coordinate office building and facilities support (repairs, maintenance, vendors).
• Answer office phone and monitor voicemail, route messages appropriately.
• Support internal communications and documentation.

• Manage daily DTC order processing, including shipping and logistics coordination.
• Monitor customer pickup orders and ensure smooth handoff with the DTC staff.
• Assist with order-related customer inquiries.
• Monitor the info@ inbox and forward inquiries to the appropriate team member.

• Attend weekly team meetings.
• Compile meeting notes with AI support and distribute action items and follow-ups.
• Help track progress on assigned action items as needed.

• Assist with printing and organizing tasting room and event collateral.
• Support coordination of materials for events, trade tastings, and outreach.
• Work closely with the marketing and hospitality teams as needed.