ADMINISTRATIVE ASSISTANT

About Our Company

Ponte Family Estate Winery opened in 2003 and is a California based company operating in the heart of the Temecula Wine Country. We have been farming our vineyards since 1984 and are a real working winery, growing and producing over 20 estate grown varietals within certified sustainable facilities. We are located right next to our Four Diamond, 90 room, boutique hotel Ponte Vineyard Inn, and are surrounded by 300 acres of mature vineyards and views of rolling hills. We are a short drive from most of Southern California and enjoy hosting folks who want a break from city life. Our guests visit us seeking a relaxing day or overnight stay in the country. We have become the benchmark for great service among Temecula wineries. Our associates are dedicated to delighting guests by providing excellent hospitality and serving great wine and food in a beautiful environment.

Summary

The Administrative Assistant will provide administrative support to the Human Resources Department, Marketing Department, Controller, and COO on all administrative matters.

Schedule

• Monday-Friday, 9:00am-2:00pm
  
  

Compensation

• $16.50-$18.00 hourly
  
  

Essential Duties And Responsibilities

• Print and bind associate handbooks and new hire folders
• Create and maintain employment files, including filing documents, copying, and sorting files.
• Scanning employment files, renaming with pre-set naming conventions, and uploading to online HR filing system.
• Maintain documentation regulatory compliance as it relates to I-9's, CDL, certifications, mandatory training.
• Administer and maintain safety trainings including tracking attendance and employee acknowledgements.
• Maintain Meeting minutes for all meetings attended and distribute to attendees.
• Follow up with correspondence per meeting action items.
• Organize meetings including scheduling times, locations, rooms, attendees, A/V needs.
• Perform basic accounting duties including light accounts payable and other duties as assigned.
• Distribute, Collect and Track Time Sheets in all departments across the 3 companies.
• Maintain confidentiality of all meetings.
• Schedule SH Trainings with Preferred Employers, SE Director, and managers and Leadership meetings/ trainings
• Edit documents, job descriptions, policy and procedures and training documents as requested. Draft memos, emails and other communication for distribution.
• During payroll, run Labor Reports for Accounting Manager.
• Upload and Process food invoices /vendors into Bean works.
• Run a weekly headcount report for Accounting Manager.
• Act as a liaison between third party marketing agency and company for social media, digital marketing, public relations, and field marketing efforts for three brands: Ponte Winery, Ponte Vineyard Inn, and BOTTAIA Winery, as well as any future expansions. Broad scope of responsibilities will include but are not limited to:
• Maintain marketing calendar and distribute to department heads including promotions, events, projects, and media schedules.
• Email communication to department heads about current projects, upcoming deadlines.
• Maintain meeting agendas minutes and distribute.
• Assist with approving social media accounts.
• Assist with auditing company websites and third-party websites.
• Assist with photo and video shoots and events.
• Follow brand guidelines throughout all social and digital media platforms.
• Monitor social media accounts for guest reviews and comments and assist with responding to reviews and comments.
• Assist with organizing and maintaining photography, videography and collateral files.
• Assist with charitable donation requests and organizing charitable donations.
• Assist with various marketing administrative tasks as assigned.
• Assist with marketing questions via email or follow-up with appropriate departments.
• Any other duties as assigned by the HR Recruiter and HR Specialist.
  
  

Requirements

• High School diploma or equivalent required. College degree preferred.
• 1-2 Administrative experience required.
• HR experience a plus.
• Must demonstrate the ability to maintain confidentiality at all times, handle personnel matter effectively, and handle employee and public personnel inquiries with sensitivity, tact and diplomacy.
• Excellent organizational and time-management skills
• Reliable and supportive team member
• Excellent communications and interpersonal skills
• Proficient in MS office and Adobe Pro.
• Compute skills and knowledge of relevant software.
• Bilingual in Spanish is a plus.
• Experience in ADP Workforce Now is a plus.
  
  

Physical Requirements

• Occasional standing, walking, stooping, kneeling, twisting, squatting, and climbing stairs.
• Occasional lifting and carrying up to 10 lbs.
• Occasional pushing and pulling up to 10 lbs.
• Occasional use of manual dexterity.
• Frequent work at a rapid pace.
• Frequent visual acuity for reading.
• Constant sitting.
• Constant use of clear oral communication.