Administrative Assistant, Vineyard Jobs

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 Administrative Assistant, Vineyard 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 Administrative Assistant, Vineyard 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.

What You Will Be Doing

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

What You Bring

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

What We Offer

• Product Allowances & Safe Ride Home Program
• An organization that cares about Corporate Social Responsibility
• An opportunity to learn about the world of wine
• Benefits and Pension Plan
• Competitive salary and bonus
• Training & Development Programs
• Tuition reimbursement

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.