About Authentic Wine & Spirits Merchants

Authentic Wine & Spirits Merchants is a national agency representing some of the most iconic brands in the wine and spirits industry, including Champagne Louis Roederer, Vina Cono Sur, Masi, Victoria Distillers, Halewood, Pascual Toso, Fantini, and Hine. As our team continues to grow, we seek motivated and collaborative individuals to join us.

Position Overview

Based in our Mississauga, Ontario office, you will support the Ontario Sales, Marketing, and Office teams by coordinating time-sensitive sales and marketing activities. This administrative role focuses on organizing detailed tasks essential to the sales and marketing team's success. Responsibilities include assisting with LCBO board program applications, organizing marketing materials, arranging sample shipments for tastings, and registering products for listing applications. Attention to detail and strong communication and organizational skills are crucial to support the Sales/Marketing Managers effectively.

Essential Duties and Responsibilities

Sales/Marketing Team Support and Coordination

• Marketing Materials: Work with the provincial Sales Manager and Graphic Designer using InDesign to create marketing materials, including ad hoc requests, quarterly rollout materials, portfolios, tech sheets, and sell sheets.
  • Manage project timelines and deadlines to ensure efficient processes, communicating effectively with the marketing team.
  • Review all requests and drafts for brand/provincial specifications, making recommendations as necessary.
  • Guide the sales team on filling out marketing requests and improving compliance.
  • Ensure accuracy in spelling, grammar, pricing, images, vintages, SKU, and other relevant information in all drafts.
  • Coordinate in-house printing and distribution of materials, ensuring they are organized on SharePoint.
  • Generate Sales, Vintages, and LCBO store GAP reports weekly.
• Document Management: Improve the organization of sales and marketing folders by ensuring all resources, such as bottle shots or tech sheets, are available and suggesting layout improvements.
• Customer E-commerce Support: Maintain accurate and effective product information, including bottle shots, tasting notes, and accolades on customer websites.

• Marketing POS Coordination: Source and distribute POS materials to the sales team and customers.
  • Manage the POS inventory and catalogue, keeping Sales/Marketing Managers informed of updates.
  • Lead the relationship with POS providers, aiming for cost efficiency and introducing new POS material ideas.
  • Coordinate bi-annual warehouse cleanouts.
• Press Samples: Manage press samples for media and local wine and spirit competitions.
• Portfolio/Pricelist Management: Oversee bi-monthly portfolio updates, working closely with the Graphic Designer and Marketing Managers.
• Sales and Marketing Communication: Act as the main contact for Sales Reps for internal office communications, coordinating requests professionally.

Consignment Coordination

• Collaborate with the Logistics and Inventory Analyst to manage the consignment order process.
  • Complete requisite forms for special orders and consignments.
  • Execute day-to-day orders, including entries, submissions to LCBO Consignment division, and shipping coordination.
  • Ensure effective communication with Sales and Office teams regarding order execution.
  • Process credit card and cheque payments, consolidate payment details for A/R management.

Ontario Event Planning

• Assist Sales and Marketing Managers in organizing supplier visits, special releases, events, and trade shows.
  • Coordinate all aspects of supplier visits, ensuring itineraries are updated and filed on SharePoint.
  • Manage supplier travel and hotel arrangements, including coordinating welcome gifts and informing hotel staff.
  • Work with the Sales Manager and Marketing team to coordinate wine festivals.

General Administration

• Arrange customs clearance and delivery of product samples/POS to AWSM offices.
• Maintain the Ontario product information database.
• Produce and reprint business cards in conjunction with the Graphic Designer.
• Manage the Authentic warehouse and POS inventory.
• Perform other duties as requested by marketing/management.

Job Requirements

• Experience: Previous experience with data sourcing and analysis preferred.
• Skills: Excellent written and verbal communication skills, high organization, motivation, leadership abilities, multitasking capabilities, and the ability to work independently.
• Knowledge: Advanced PC skills (Windows: PowerPoint/Word/Excel).
• Physical: Ability to lift and carry 41+ pounds and handle heavy POS materials.

How to Apply

If you are passionate about the wine and spirits industry and eager to contribute to a positive team culture, apply today with a detailed cover letter and resume.

Note: This job description represents the primary responsibilities of the position but is not all-inclusive. Other duties may be required as necessary.

Authentic is an equal opportunity employer and welcomes candidates from diverse backgrounds to apply. We thank all applicants for their interest, however, only those selected for an interview will be contacted.