About the Company

The Fine Wine Reserve is the GTA’s pre-eminent wine storage provider, first-to-market, and a fixture of the local wine community since 2003. Caring for over 300,000 bottles of fine wine for 500+ clients, at two GTA locations, the Fine Wine Reserve provides discerning collectors with industry-leading standards of fine wine storage and related services. We are a small hard-working team of five persons who share in the understanding that integrity, authenticity, reliability and focus is the key to the company’s success.

About the Role

This position is a dynamic and rewarding opportunity for a high performing, enthusiastic and organized individual to become a key member of our team. The candidate will be stationed with the rest of the team at FWR II in Etobicoke. Occasional trips to our downtown location (FWR I) will be required.

This is not your typical administrative position. For those that prefer admin-only related duties with a constant and predictable routine, this is NOT the position for you. While administrative duties will be your primary responsibility and consume up to 60% of your time, we expect you to take a lead role in a wide range of other exciting duties. As for example: Business Development; Marketing and Promotion; Social Media Management; Event Management; Wine Collection Management; Wine Collection Sales; and Project Management to name a few. The candidate MUST be willing AND able to take on these challenges.

Things You Will Do

General Office Administrative Support

Oversee and manage the daily operations of the office
Database management - maintain company contacts and other databases
Printing, copying, scanning, filing, scheduling and calendaring
Procurement for our cellars, office, W/C, kitchen, wine tasting room, etc.
Develop and implement company policies and procedures
Maintain company software/hardware incl. MS Office 365 Teams, SharePoint, and Voice
Organize company events, staff appreciation and other team building initiatives
Write emails, memos, letters and documents for staff and clients
Routine IT duties, maintain phones, printers, PC.s
Primary liaison with IT, Security, and other vendors, suppliers and stakeholders
Data entry - compile, enter, check, reconcile and analyze data
Prepare and create Excel spreadsheets
Respond to sales calls, issue estimates
Light housekeeping of office, staff kitchen, W/C's
Wine tasting room clean up duties (back-up role)
Solve problems, find solutions

CEO Executive Assistance Support

Monthly KPI report production
Assist with shareholder annual review
Assist with expense reports
Assist with accounts payable collections

Client Administrative Support

Primary liaison between clients and the offsite cloud accounting team
Respond to client inquiries and requests
Onboard new clients, account set up, create and send welcome packages
Meet clients at FWR I downtown, to replace cards, give tours, change locks, etc.

Cellar and Shipping Team Support (minor back up role only)

Assist with shipping & receiving
Assist with cellar relocations
Assist with inventorying and labeling
Infrequent light to moderate physical effort required, and the ability to lift 45 pounds

Communications, Marketing and Business Development

Crafting clear and concise emails/announcements for clients and stakeholders
Social media postings & management
Website re-design and maintenance lead, liaison with designers and programmers
E-newsletter design, creation and production, editor or primary coordinator role
Promotional writing, and activities

Event Management

Coordinate and manage wine tastings and other events
Concierge and greeter services
Liaison with wine agents and clients
Design, create and distribute email invitations
Set up and clean up

Project Management

Special projects leader
Research duties
Budgets and estimates

About You

Excellent supervisory and team management skills
Highly proficient English communication skills, both written and oral
Superior data entry skills, highly proficient, accurate and superior attention to detail.
Demonstrated ability to write clear and concise emails, memos, letters and reports. You are a talented and proficient writer, you like to write, and it comes easy to you
Confident self-starter attitude, independently motivated, with the ability to take on tasks and duties without immediate direction
Talented problem solver
Demonstrated intermediate to advanced proficiency with MS Office 365 applications including Excel, Outlook, Word, Teams, OneDrive, SharePoint and Voice
Advanced MS Excel spreadsheet abilities
Pleasant, courteous and sociable with strong interpersonal and communication skills
Demonstrated commitment to serve clients brilliantly and effectively
Experience with Social Media marketing, particularly Instagram
Comfortable using Constant Contact (an asset)
Candidate agrees to a criminal background check, and must be bondable

Your Education & Experience

Minimum 10+ years experience as a Senior Administrator, or in an office management, operations, marketing, business development or project management role
Completion of a post-secondary diploma or degree
A Diploma in Administration, Business, Marketing or Project Management preferred
Ability to provide 3 reasonably recent, qualified employment references who will be contacted should you be shortlisted for further review
A Class G drivers' license.
While an interest in wines is not a prerequisite, wine lovers will enjoy being immersed in this exciting and lavish world of fine and rare wines

Why You Will Love Working For Us

Flexible work hours for improved work/life/family balance
Generous paid vacation benefits (3 weeks to start)
Support for ongoing professional development
Wine storage and tasting room discounts
Invitations to wine tastings and events
Free onsite parking
Casual Dress
Bonus Pay
Wine! Learn, study and sample

Type of Position

Full time employment with a three (3) month probationary period

Reporting to the CEO

Working Hours

Monday to Friday 10am to 6pm (flexible)

Starting Salary
$60,000 to $72,000

We thank all applicants for their interest, however, only those selected for further consideration will be contacted.

Job Types: Full-time, Permanent

Pay: $60,000.00-$72,000.00 per year

Benefits:

Casual dress
Company events
Flexible schedule
On-site parking
Paid time off
Store discount
Tuition reimbursement

Schedule:

8 hour shift
Day shift
Monday to Friday
Weekends as needed

Supplemental pay types:

Bonus pay

Application question(s):

Do you have a valid Class G driver's license?
Do you have access to a vehicle?

Education:

DCS / DEC (required)

Experience:

Admin, Office/ Project Mgmt, Marketing/Biz Dvlpmnt: 10 years (required)

Ability to Commute:

Etobicoke, ON M9W 6Y9 (required)

Work Location: In person

The Fine Wine Reserve jobs

Senior Administrative Assistant