Marketing Coordinator (Wine Jobs: Sales & Marketing)

  Authentic Wine and Spirits Merchants (http://AWSM.CA)

  Burnaby, British Columbia

Situated in the western Canada marketing team, support the Western Canada Marketing, Sales and Office teams by coordinating marketing activities in a timely fashion. This is primarily an administrative role, where the focus is organizing the many time sensitive and detail-oriented activities the marketing team perform. Examples include applying to board programs, organizing marketing materials for the sales team, arranging samples for a tasting, or registering a product for a listing application. With 4 markets, a vast portfolio and constant deadlines, the key to this role is attention to detail and using communication and organizational skills to support Marketing Managers in the various projects and tasks below.

Essential Duties and Responsibilities:

MARKETING TEAM SUPPORT AND COORDINATION (60%)

• Marketing programs: Coordinate the completion of marketing program applications across the west. These include shelf talkers & neck-tags, image programs, value-adds, thematics, TASTE Magazine, in-store tastings, special events.

•  Responsible for monitoring progress against programming deadlines you will use your organizational skills to support Marketing Managers with recommended timelines for applications and frequent communication to ensure everyone is reminded and aware of deadlines.
•  Maintain and communicate to the marketing team latest information pertaining to specifications and requirements for marketing program applications.
• Responsible for checking accuracy of all applications before final sign off by management team prior to sending, considering spelling, grammar, pricing, images, vintages, SKU, highlighting any concerns.

• Printed/electronic marketing materials: Guided by provincial Marketing Managers, work with Graphic Designer and Marketing & Data Coordinator in creating marketing materials as follows:

• Ad hoc requests from Sales team, planned quarterly rollout materials, portfolios, tech sheets, sell sheets.
• Project managing timelines and deadlines you will work proactively to prioritize and help make the process as efficient as possible, communicating effectively to marketing team throughout.
• As a key interface between sales and marketing teams you will review all requests and drafts and make recommendations, considering brand/ provincial specifications for marketing artwork, copy and design.
• Guide and support sales team in how to fill out marketing requests, work to improve compliance.
• To improve process efficiency, you will review every draft and request for accuracy of spelling, grammar, pricing, images, vintages, SKU, and any other relevant information, highlighting any concerns.
• Coordinate in-house printing and distribution for materials as assigned by marketing/sales managers. You will ensure all materials are filed and organized on Sharepoint.

• Document management: Assist Graphic designer with SharePoint folder maintenance. Actively work to improve the organization of sales and marketing folders by frequently checking for missing resources such as bottle shots or tech sheets. Review folder layout and make suggestions for improvement to Marketing Managers and Graphic Designer.

• Customer e-commerce support: Lead the relationship with customer web coordinators to ensure AWSM products have the correct bottle shots and effective tasting notes and accolades. Take responsibility to ensure & maintain the accuracy of this information, including vintage, spelling/ grammar etc.

• Marketing POS: Source POS and lead coordination/distribution to sales team and customers as required.

• Manage the BC warehouse and POS inventory and catalogue, keeping Marketing Managers aware of catalogue and frequent updates. Coordinate a bi-annual warehouse clean out.
• Maintain strong awareness of customer POS specifications and communicate to Marketing Managers.
• Lead relationship with POS providers and work to make cost as efficient as possible, and seek new and exciting POS material ideas, routinely providing clear summary of options to Marketing Management.

• Product registration and tender support: As guided by Marketing Managers and supported by Inventory and Logistics Manager and Business & Costing Analyst, register/set up for sale new products in all western markets as follows:

• Board registrations such as BCLDB product registrations and MBLL product registrations for tenders.
• SLGA special order forms and SLGA tender application support as guided by Marketing Manager.
• MB New product backups and MBLL special order forms.

• Press Samples: Coordinate press samples for media and application into local wine and spirit competitions.

• Portfolio/pricelist: Project manage bi-monthly portfolio updates for all 4 western provinces, working closely with the Graphic Designer and Marketing & Data Coordinator.

• AWSM internal and trade tastings: Coordinate AWSM western & BC independent account tastings by scheduling and overseeing the process. Ensure tasters have all information/materials to deadline.

• Internal meetings: Assist in quarterly roll-out presentations and other meetings as directed by western Canada Marketing Managers, including support in creating PPT presentation and coordinating physical materials, invites, dates and deadlines.

• Sales and marketing interface-communications: Be the office contact for the Sales Reps for internal office team communication, e.g. Sales Rep requests for information relating to marketing or logistics. Professionally coordinate requests and communicate effectively around the team as needed.

BC EVENT PLANNING (15%)

• Work with the Marketing and Sales Managers to effectively organize supplier visits, special releases, events & trade shows.

• Supplier itineraries: Liaise with suppliers, AWSM management and sales & marketing staff to coordinate all aspects of Western Canada supplier visits. Ensure Prairies updates are completed before sending to suppliers. Itineraries to be filed and maintained in a timely manner on SharePoint, and distributed as necessary to appropriate employees.
• Customer supplier visits: Coordinate customer visits to our suppliers, train reps to use appropriate forms
• Special events: Plan, coordinate, execute all aspects of all special events in BC with direction from Sales and Marketing Managers and Fine Wine & Spirits Educator. This includes ensuring product is ordered, scheduling reps, ensuring proper set up/take down, etc. Examples of special events include IVSA, 39th & Cambie tasting events etc.
• Supplier travel/hotel: Where appropriate manage, track and record supplier travel and hotel stays, including informing hotel GM and F&B staff of pending arrivals, coordinating welcome gifts and ensuring key hotel staff are aware of our patronage.
• Vancouver Wine Festival:  Work closely with the sales manager and the marketing team to coordinate all aspects of the Vancouver Wine Festival.

LOGISTICS COORDINATION: (15%)

• Inventory Report: LTO/promotional/CSP updates in columns
• Weekly PAR reports submitted to BCLDB
• Weekly Top Tier Reports submitted to BCLS
• Cross-train (back-fill) on creating purchase orders and in-bond transfers
• Cross-reference vintages/prices on proformas against PO’s, then update the shipment tracker for BC & AB
• Submit new product registrations for all markets
• Coordinate with Sales & Marketing on completion of requisite forms for special order and consignments applications

GENERAL ADMINISTRATION: (10%)

• Arrange customs clearance and delivery to AWSM offices for product samples/POS
• Maintain the Western Canada product information data base
• Produce and reprint business cards for all AWSM staff, in conjunction with Graphic Designer
• Filing
• Manage the BC warehouse and POS inventory
• Other duties as requested for marketing/management
• Phone coverage (as per office schedule)
• Holiday back-fill on some tasks for Logistics Manager, Graphic Designer as directed by Manager.

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