Job Details

Bookkeeper Vineyard Operations

The Bookkeeper Vineyard Operations is responsible for supporting the day-to-day accounting and financial administration activities for a multi-state winery operation with locations in Kansas, Missouri, and Washington. This position plays a critical role in maintaining accurate financial records and supporting operational accounting functions across three winery entities.

Primary responsibilities include:

• Accounts payable
• Accounts receivable
• Invoice processing
• Vendor management
• Bank reconciliations
• Financial recordkeeping
• General ledger support
• Multi-entity accounting coordination

The ideal candidate is highly organized, detail-oriented, and capable of managing accounting workflows across multiple operating entities while maintaining a high degree of accuracy, confidentiality, and responsiveness.

This role requires strong communication and coordination with:

• Winery leadership
• Operations management
• Vendors
• Tasting room staff
• Distribution partners
• External accountants and financial partners

The Bookkeeper will support the Director of Vineyard Accounting in ensuring timely and accurate financial processing, compliance, and operational reporting.

Requirements

Accounts Payable

• Process vendor invoices accurately and timely across multiple winery entities
• Review invoices for proper coding, approvals, and supporting documentation
• Maintain vendor files and W-9 documentation
• Coordinate payment processing including:
• Checks
• ACH payments
• Credit card reconciliations
• Monitor accounts payable aging and assist with cash flow coordination
• Respond to vendor inquiries and resolve discrepancies professionally

Accounts Receivable

• Generate and distribute customer invoices for:
• Wholesale accounts
• Wine club memberships
• Event billing
• Distribution and retail sales
• Monitor incoming payments and maintain accurate customer account balances
• Assist with collections and follow-up on outstanding receivables
• Reconcile customer payments and resolve billing discrepancies
• Coordinate deposits and payment tracking across multiple sales channels

General Accounting & Bookkeeping

• Maintain accurate accounting records for three separate winery entities
• Prepare and process journal entries as assigned
• Assist with monthly bank and credit card reconciliations
• Support month-end and year-end close processes
• Maintain organized accounting documentation and electronic filing systems
• Assist with inventory-related accounting support and operational expense tracking

Financial Reporting Support

• Assist in preparation of routine accounting and operational reports
• Support Director of Vineyard Accounting with:
• Expense reporting
• Budget tracking
• Financial analysis
• Variance reporting
• Ensure accurate allocation of expenses between entities and operational divisions

Compliance & Recordkeeping

• Maintain compliance with accounting procedures and internal controls
• Support sales tax and excise tax reporting documentation
• Assist with preparation of records for audits, tax filings, and financial reviews
• Ensure confidentiality and security of financial information

Operational Coordination

• Partner with winery operations teams to ensure accurate financial tracking related to:
• Production expenses
• Vineyard operations
• Tasting room sales
• Events and hospitality
• Distribution activities
• Support communication between accounting and operational departments across all winery locations

Qualifications/Experience

• 35+ years of bookkeeping or accounting support experience
• Experience with:
• Accounts payable
• Accounts receivable
• Multi-entity accounting
• Bank reconciliations
• General ledger support
• Experience within:
• Winery operations
• Agriculture
• Hospitality

Knowledge, Skills & Abilities

• Strong understanding of bookkeeping and accounting fundamentals
• High attention to detail and accuracy
• Ability to prioritize and manage multiple deadlines
• Strong organizational and time management skills
• Excellent communication and customer service skills
• Ability to maintain confidentiality and professionalism
• Ability to work independently while collaborating with cross-functional teams

Technical Skills

Preferred experience with:

• QuickBooks
• Sage
• Microsoft Excel
• Accounting and ERP systems
• Point-of-sale integrations
• Wine industry software platforms preferred

Education

• Associate's or Bachelor's degree in:
• Accounting
• Finance
• Business Administration
• Related field preferred

Equivalent professional experience may be considered in lieu of formal education.

Preferred Qualifications

• Experience supporting multi-location businesses
• Winery, vineyard, or hospitality accounting experience
• Knowledge of inventory and production accounting concepts
• Experience with sales tax and excise tax support
• Strong spreadsheet and reconciliation skills