Winery and Sales Administrator

Overview Megalomaniac Wines, located on the bench of the Niagara Escarpment in Vineland Ontario, is open year round offering wine sampling, tasting and vineyard experiences, and an on-site retail store and restaurant. This position reports to the President, playing an important role in the winery’s successful operations and working with multiple departments. This role is responsible for administrative and accounting support; purchasing and procurement; inventory control and shipping logistics; wholesale, direct to consumer and wine club sales coordination and fulfillment; and external communications and customer service. Duties Administration · Posts daily sales to accounting system (Sage). · Oversight of accounts receivable for key accounts, export, wholesale and corporate sales; including follow up and reporting. · Develops regularly scheduled reports including: monthly agency performance; monthly eblast performance; monthly revenue report; and monthly LCBO sales. · Management of the file system, including maintaining business records such as equipment, insurance and supplier contracts. · General office duties, including maintaining staff areas and mail distribution. · Oversees basic office functionality and administrative details and provides administrative support to the management team including the Chairman. · Oversees company phone system configuration and company voicemail setup. · Liaison with company IT provider and oversight of teams’ email accounts. · Executes bank cash deposits. Inventory Oversight and Control · Controls, tracks and reports on wine inventory at multiple locations including both on and offsite warehouses. · Efficiently coordinates movement of wine and inventory shipments across multiple locations using shipping and freight providers. · Conducts month-end finished goods and merchandise inventories and prepares monthly inventory reports; participates in year-end inventory activities. · Oversees and maintains non-wine merchandise inventory, including reporting, procurement and purchasing, and monitors retail packaging supplies. · Works with team to control expenses for warehousing, freight and shipping. Wholesale and Direct to Consumer Fulfillment · Manages all e-commerce/online wine sales and executes all e-commerce sales functions, including Commerce 7 updates, database maintenance, customer service, customer issues, fulfillment and shipping, and eblast reporting. · Coordinates and executes telephone orders for retail wine and corporate wine orders. · Management and execution of all bi-monthly wine club and subscriptions, including shipping, processing and ongoing member communication. · Ongoing website (Commerce 7) maintenance and updates. · Order intake and shipment coordination for LCBO, key licensee accounts, sales agency, export and 3rd party marketplaces; prepares waybills, bills of lading and invoices. · Administrative and logistics liaison for sales agency. · Develops regularly scheduled reports for wholesale sales including monthly sales agency performance and monthly LCBO sales. · Manages presence on 3rd party wine marketplaces and liaises with marketplace partners. · Coordinates deliveries via winery’s delivery vehicle. · Works with team to control shipping expenses. · On site resource for Commerce 7 knowledge. External Communications · Primary contact to respond to customer inquiries via phone and email during office hours. · Fields all customer and corporate calls, answering phone in a professional manner; interacts with customers on basic queries; fields customer concerns and issues; and redeploys calls as appropriate. · Monitors and responds to main winery email box and replies or redeploys as appropriate. · Responds to social media comments and customer reviews (eg. …

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