Job title: Office Coordinator
Reports to: Marketing Director
Department: Marketing
Date Issued: October 2023
Position Summary:
Support to marketing, communications, and accounting/finance departments
Reporting Relationships:
Reports to: Marketing Director
Supports: Marketing Director, Communications Director, Controller, Marketing Manager, Programs Manager, Communications Manager and Digital Specialist
Relates to: President & CEO
Duties and Essential Job Functions:
Monitoring and updating online tools
- SalesForce: contact updates, weekly check for dups, matching people to companies, ad hoc changes/adds, tagging, unsubscribes, tagging wineries, contacts to campaigns, etc.
- MailChimp: contact updates, unsubscribes, bounced email cleanup.
- SurveyMonkey: create surveys and reports.
- Wines of BC Explorer App: assist with updates as needed i.e. wine and event listings, banners etc.
- WineBC.com
- Events: assist in keeping content updated. Directions to be provided by relevant staff person.
- Ongoing audits for 404 pages
Travel Arrangements
- Hotel bookings
- Transportation bookings
- Restaurant and event reservations
Events
- “LCRB compliance” – i.e., applying for Special Events/Occasions Licenses, collecting Doc 60s and/or Manufacturers’ licenses
- Collect Serving it Right numbers
Administrative Support
- Printing: name cards/tags, tasting mats, photo release forms, tasting sheets etc.
- Scanning and filing documents
- Picking up print and supply orders when applicable
- Manage International awards and Canadian Wine Initiative programs
- Winery reminders
- Monitor [email protected] emails daily
Office Inventories
- SWAG: inventory management, orders (sourcing, proofs, budget, invoicing etc.)
- Wine: inventory management
- General office supplies: inventory management and orders
- Locker management
Finance Support
- Monthly Marketing VISA reconciliation, including collecting all receipts; prepping Excel file
- Pull invoices as directed i.e. Google and YouTube
- Update and file invoices in appropriate funding
Shipping
- Receiving, organizing, packaging, scheduling pickups and tracking
- Managing shipping inventory supplies
Skills and Qualifications:
1 – 3 years’ experience in an administrative role required. Post-secondary education highly regarded.
Good to excellent understanding of office procedures, including experience with Microsoft Office (Outlook, Word, Excel, PowerPoint, Microsoft Teams).
Experience with desktop publishing and video/photo editing tools i.e., Adobe Creative Cloud (Photoshop), Canva etc.
Highly organized and efficient, able to adapt to change and manage multiple priority tasks with tight deadlines and limited supervision.
Energetic, people-oriented and a team contributor with a professional demeanor
Strong written and verbal communications skills and professional demeanor.
Physically able to perform duties listed above, including lifting, or moving heavy objects as needed.