Business Operations Coordinator

Jackson Family Wines is much more than a family-owned wine company. We're risk-taking innovators with a strong belief that quality is paramount. We're always on the lookout for top talent, individuals who possess a strong work ethic, commitment to quality, and share our beliefs in healthy lands and a healthy community. In 2024, we were selected as one of the North Bay Business Journal's Best Places to Work for the ninth year running.

POSITION SUMMARY:

The Business Operations Coordinator is a dynamic, highly impactful role that helps keep Oregon operations running smoothly and successfully. Supporting all Oregon business functions, including Direct-to-Consumer (DTC), Marketing, Production, and Vineyard Operations, this position is a key partner across the business, bringing people, processes, and priorities together to drive success. This role is perfect for someone who enjoys building relationships, solving problems, and finding smarter ways to get things done. This role offers the opportunity to make a meaningful impact every day by providing exceptional support, fostering collaboration, and ensuring the details are handled with care and precision.

ESSENTIAL FUNCTIONS/DUTIES:

• Approve bi-weekly payroll for Oregon hourly employees and communicate with managers of hourly employees to ensure payroll records are accurate and submitted on time. Keep records of timesheet adjustment forms and assist with overtime reporting.
• Communicate with vendors regarding services, invoicing, and account maintenance. Collaborate with operational leaders to identify cost-saving opportunities or service improvements when needed.
• Assist departments with purchase order creation, tracking, invoicing, and invoice reconciliation.
• Support Finance and operational leaders with company asset transfers and disposal documentation.
• Maintain confidential employee records and assist employees with routine HR-related inquiries (updating documents, requesting leave of absences, etc.).
• Onboard and offboard all Oregon employees.
• Support employees with HR policy communication and routine HR needs. Serve as a liaison between Oregon employees and corporate HR.
• Coordinate incoming and outgoing shipments from the McMinnville Administrative Office, including samples, event materials, and business-related shipments.
• Ensure timely fulfillment, accurate packaging, and inventory management of event and promotional materials.
• Ensure all company vehicle registrations and renewals are paid on time and assigned to the correct business units.
• Support marketing and hospitality teams with events through event registrations, scheduling, calendar management, sample procurement, and rental coordination.
• Assist with company, state, and federal compliance reporting requirements, including USDA reports, census reporting, labor law postings, and other regulatory documentation.
• Order supplies, manage mail distribution, support visitors, and ensure an organized and clean environment for the Administrative Office and WillaKenzie Estate House.
• Assist with monthly tasting room inventory cycle counts and quarterly production inventory counts.
• Assist with planning and execution of internal company events and employee engagement activities (Learning and Development week, Town Hall, Harvest Parties, etc.)
• Perform other duties and special projects as assigned.

JOB REQUIREMENTS:

Essential Skills, Experience, and Education

• Proficiency in verbal and written Spanish
• High school diploma or equivalent required; Associate's degree or higher preferred.
• 1-2 years of relevant work experience required.
• Demonstrated ability to build trust, foster positive working relationships, and communicate effectively with individuals at all levels of the organization.
• Strong organizational skills with the ability to prioritize multiple projects and deadlines.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, and Teams.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy in recordkeeping and data entry.
• Ability to work independently and collaboratively across multiple departments.
• Strong customer service and relationship-building skills when working with employees, vendors, and business partners.
• Ability to maintain confidentiality and exercise sound judgment in a professional environment.

Physical Requirements:

• Ability to sit, stand, and walk for extended periods throughout the workday.
• Ability to lift and carry up to 25 pounds.
• Ability to move office supplies, event materials, and shipment packages as needed.
• Ability to work on a computer for extended periods of time.
• Ability to occasionally travel between Oregon locations for meetings, events, or operational support.

WAGE TRANSPARENCY:

The base pay for this role ranges from $57,293.00 - $75,000 annually. Compensation will be determined by candidate experience, skills, and location.

BENEFITS:

• Health Benefits – Medical, Dental, Vision, Disability & Life insurance
• 401k with employer match
• Generous time off including vacation, holidays, and paid health time
• Paid volunteer time
• Learning & Development opportunities
• Modern Health virtual mental health & coaching visits
• Wine discounts!

Jackson Family Wines is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by applicable law. All employment decisions are based on merit and business needs.