Sales Coordinator & Order Desk

About our Winery

Stoneboat Vineyards is a boutique winery focused on growing a dynamic, wine business rooted in quality, sustainability, and hospitality. We produce thoughtfully crafted wines while continually investing in our vineyards, our people, and our processes to support long-term growth and excellence.

As a forward-looking winery, Stoneboat Vineyards embraces improvement, learning, and new ideas at every level of the organization. We foster a collaborative, hands-on environment where team members are encouraged to take initiative, develop their skills, and grow alongside the business. Our goal is not only to make exceptional wine, but to build a strong, evolving company with opportunities for advancement and impact.

Position Summary

Stoneboat Vineyards is seeking a highly organized and hospitality-focused Sales Coordinator to support the processing, coordination, and fulfillment of wine sales across multiple sales channels. This role is critical to ensuring high levels of hospitality and smooth order management for our wholesale business partners.

The successful candidate will act as a central point of contact between sales, accounting, warehouse, and hospitality teams to ensure accurate order entry, timely deliveries, excellent customer service, and strong operational support.

This position is based in the Okanagan Valley and requires strong attention to detail, communication skills, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Order Processing & Sales Support

• Process all incoming wine orders accurately and efficiently across wholesale, licensee and export channels
• Enter and manage orders within internal systems, ensuring pricing, inventory allocation, and shipping details are correct
• Coordinate order fulfillment with warehouse and logistics teams to ensure timely delivery
• Prepare invoices, shipping documents, and supporting sales documentation
• Ensure timely order tracking and fulfillment.
• Monitor inventory availability and communicate supply constraints to internal teams and customers
• Support the sales team with order tracking, customer follow-up, and account maintenance 

Customer Service

• Serve as an operational contact for customer inquiries related to orders, shipments, availability, and account support

·       Maintain and update customer account information, contact records, and sales notes within CRM systems

• Maintain strong relationships with the intention of supporting customers through responsive communication, order coordination, and account servicing.
• Resolve order discrepancies, shipping issues, and customer concerns in a professional and timely manner

·       Assist with occasional deliveries, trade tastings, and in-market activations throughout the Okanagan and surrounding regions

Administration & Reporting

• Maintain accurate customer records, pricing structures, and sales data
• Assist with monthly sales reporting and reconciliation support
• Assist with the execution and administrative coordination of wine launches, promotions, and seasonal programs.

Cross-Department Collaboration

• Work closely with sales, hospitality, finance, production, and warehouse teams to support business objectives
• Contribute ideas to improve order flow, communication, and operational efficiency