Job Description: Who We Are: At Arterra Wines Canada, we aim to inspire the simple joys of life, and we come to work every day with a shared passion to build wine brands people love. As a pioneer in the Canadian wine industry with 150 years of experience, our success is driven by our people. We work together with integrity and pride, striving to reach our fullest potential every day, and we’re looking for people who do the same. We are undergoing a pivotal transformation, actively in search of dynamic individuals poised to make a substantial impact within our ever-evolving organization. Are you someone who embraces change and excels in diverse roles that span across various functions? If so, we look forward to hearing from you! Role Summary: The office coordinator provides general administrative duties, maintains reception area and mailroom. Manages any catering, voicemail or email inboxes, and controls office supplies inventory. Manages repairs and maintenance for the Mississauga office. Key Responsibilities: Represent the office with professionalism and positivity, fostering a welcoming and engaging workplace culture. Manages and codes all incoming supplier invoices and creates purchase orders in JDE. Maintain accurate records of all invoices, P.O.S and JDE printouts for the corporate budget. Provide general administrative and clerical support to the Executive Assistant of the President and CFO. Provide general administrative and clerical support to the Risk and Real Estate team. Tidy and maintain the reception area and mailroom. Control inventory relevant to the reception area and office supplies. Ensure the office operates efficiently, including managing office-wide communications and appropriate follow-up. 25% Manage the catering orders for all incoming lunches for the office. Manages Coffee Machine contact, maintenance and supplies Manages all incoming couriers (this includes signing for them and notifying parties of received packages). Helps with daily couriers going out of the office to our sites. Administers parking passes and fobs. 25% Oversees servicing of all copiers, including ordering of parts and email communication to staff when mailroom copier is out of service. Inventory and order office supplies for all departments Plan and initiate ongoing, cost-effective ‘workplace fun’ events to drive team engagement. Order lunches/catering for the senior management team as needed and for various corporate meetings. 25% Support marketing department with influencer mailers, tasting notes, and manage all donation/sponsorship requests for Mississauga location (create wine gift baskets/raffle prizes/donation forms) Support Risk Management by creating building entry fobs, deactivating fobs of exiting employees, and creating Support Wine Rack Real Estate team with general administrative and clerical support including communicating contractor appointments to stores, compiling feedback on repair requests, and mailing supplies to stores. 25% *** Perform other related duties and responsibilities as assigned or required Qualifications: Minimum of a high school diploma 1-2 years proven work experience as a Receptionist, Front Office Representative or similar role Knowledge of administrative and clerical procedures Excellent working knowledge of computers and relevant software application – MS Word, Excel, Outlook, Concur Knowledge of Norstar Phone System beneficial solid verbal and written communication skills Maintain a professional attitude and personal presentation Ability to be resourceful and proactive when issues arise Customer service orientation Excellent organizational skills with an attention to detail Multitasking and time-management skills, with the ability to prioritize tasks Information management Ability handle a busy reception area What We Offer: Competitive Salary and Bonus. Benefits and Pension Plan. Product Allowances Training & Development Programs. Tuition Reimbursement. Commitment to Corporate Social Responsibility. A chance to explore and learn more about the Wine industry. Compensation: Budgeted Range – $46,551.00 – $60,243.00 The budgeted range considers several factors and qualifications that are considered in making compensation decisions including experience, education, training, licenses, certifications, and other business and organizational requirements. Base pay is only one component of the total rewards offering at Arterra. The budgeted range will align with qualifications, including experience, education, training, licenses, certifications, and other business and organizational requirements. We are committed to establishing a qualified workforce that reflects the diverse population it serves and we encourage applications from all qualified individuals. We are also committed to preventing and removing barriers to employment for people with disabilities, and we invite you to inform us should you have any accessibility or accommodation needs. Our mission is simple – to build brands people love. In fact, seven of the top 20 brands in Canada are proudly part of the Arterra Wines Canada family: Jackson-Triggs, Inniskillin, Sawmill Creek, Wallaroo Trail, Woodbridge by Robert Mondavi, Ruffino and Kim Crawford. We have more than 140 years of experience in the Canadian wine industry, with five estate wineries across the country and over 1,700 acres of premium vineyards. We have our pulse on viticulture and its latest innovations and most importantly, an understanding of what Canadian consumers are looking for in a bottle of wine. We own and operate 164 Wine Rack retail stores in Ontario and sell wine kits and products for winemaking through our RJS Craft Winemaking business.
