Front Desk Coordinator
(Wine Jobs:
Management & Administration)
Contract
Kelowna,
British Columbia
The CedarCreek Front Office Coordinator is the hub of the administration building at the winery. They are the friendly first point of contact for all internal and external visitors and the face of our Honest Elegance Brand, presenting a warm and professional image. The Office Coordinator provides administrative support to the Winery Management Team and entire office, working closely with Marketing Manager to assist with newsletters, website updates and other marketing related activities.
GENERAL ADMINISTRATION
• Performs reception duties; answering the telephone, processing correspondence, distributing mail, greeting visitors and ensuring the office is stocked with required supplies and generally tidy for visitors and guests. Assists Answers and directs all incoming phone calls to the appropriate individual/department
• Maintains order and tidiness in the office, reception area and boardrooms. Records meeting requests on boardroom booking calendar ensuring it is ready for use
• Ensure the office is always presenting at it's best; flowers/plants are fresh, material on coffee table is neatly arranged, coffee and tea are available for visitors, etc.
• Retrieves, opens and sorts incoming mail and correspondence and distributes same in an efficient manner, including stamping and coding invoices; open, sorts and distributes incoming couriers, prepares and sends outgoing couriers. Maintains sufficient postage balance in winery postage machine.
• Acts as an assistant to the General Manager with administrative assistance as required.
• Assists Winery Management Team with making travel and accommodation arrangements, retreats & events.
• Assists with the preparation of reports, correspondence and memos, as well as the creation of forms and templates.
• Assistance with data entry and filing.
• Maintains a neat and orderly supply/equipment room; monitors stock levels of various office supplies, initiates purchase orders for office supplies, toiletries, cleaning supplies, coffee orders or specific requests.
• Maintains monthly mileage log for all company vehicles.
• Does winery banking, including recording transactions, cash count and drop, bank deposits and the required reporting of transactions.
MARKETING ADMINISTRATION
• In conjunction with the Marketing manager, coordinates materials and POS required for trade shows, tasting events and helps with set up and tear down during on-site marketing events.
• Assists with marketing mail outs and poster distribution on & off-site.
• Packs and ships wine for media, shows and seminars as required.
• Responds to donation and sponsorship requests as directed.
• Responsible for POS inventory and ordering, and POS printing as directed
• Maintains accurate customer/newsletter /media/vineyard terrace feedback databases
• Maintains and regularly updates winery newsletter data bases and assists with compiling lists for mail outs and generates monthly mail outs.
• Assists in Website maintenance, and updates the wine media binder, tasting notes, website awards list, Vin65 and Roselle with MAG as directed.
• Create/distribute Gift Certificates as directed.
• Create/Submit BCLDB Applications for Shelftalkers/Tastings/Necktags as directed.
• Respond to Trip Advisor review as directed.
• Compile/update awards summaries, and register for competitions as directed.
• Assists new hires receiving ID badges/email pics etc.
• Reviews and responds to [email protected] emails as required
ORDER DESK ADMINISTRATION
• Fill in for the order desk when required – accepting, processing and filling orders
• Fill in for the Platinum Club rep when required – accepting, processing and orders
• Assists in the set up and maintenance of the Vin 65 platinum club store and input of new members.
• Completes required shipping labels, and end of day procedures.
EXPERIENCE AND EDUCATION REQUIRED
• Degree or diploma in Business Administration or a related field.
• 2+ years of guest services experience; experience in a Winery is preferred.
• 2+ years of administration experience.
• Strong knowledge of social media marketing, advertising and campaign analysis reporting.
• Wine knowledge; ISG or WSET training an asset.
• Professional presentation in all channels; in person, phone and written.
• Strong technical skillset, MS Office Suite, Social media platforms (Facebook, Twitter, Instagram, YouTube and tools such as Hoot Suite).
• Ability to type 60-65 wpm.
• Ability to operate switchboard.
• Excellent oral and written communication skills.
To apply, please visit www.CedarCreek.bc.ca/careers
How To Apply
To apply, please visit www.CedarCreek.bc.ca/careers