Sales Coordinator & Order Desk

Stoneboat Vineyards; Oliver; On-site; CAD 35,000 - 45,000; Full time

Benefits offered by this job

Monthly wine allocation

Job summary

Stoneboat Vineyards is seeking a highly organized and hospitality-focused Sales Coordinator to support the processing, coordination, and fulfillment of wine sales across multiple sales channels. This role is critical to ensuring high levels of hospitality and smooth order management for our wholesale business partners.

The successful candidate will act as a central point of contact between sales, accounting, warehouse, and hospitality teams to ensure accurate order entry, timely deliveries,

Qualifications

• Excellent customer service and hospitality mindset.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication.
• Proficiency in Microsoft Office, especially Excel and Outlook.
• Ability to prioritize multiple deadlines and work independently.
• Positive, professional, customer-first approach.

Responsibilities

• Process all incoming wine orders accurately and efficiently across wholesale, licensee and export channels.
• Enter and manage orders in internal systems with correct pricing, inventory, and shipping details.
• Coordinate order fulfillment with warehouse and logistics to ensure timely delivery.
• Prepare invoices, shipping documents, and supporting sales materials.
• Support the sales team with order tracking and account maintenance.
• Maintain CRM customer records and sales notes.
• Assist with monthly sales reporting and reconciliations.
• Collaborate with sales, hospitality, finance, production and warehouse teams.

Skills

Passion for people

Strong organizational skills

Excellent written and verbal comms

Microsoft Office Excel & Outlook

Prioritize multiple deadlines

Customer-first approach

Tools

Ollie Order management system

Job description

Stoneboat Vineyards is seeking a highly organized and hospitality-focused Sales Coordinator to support the processing, coordination, and fulfillment of wine sales across multiple sales channels. This role is critical to ensuring high levels of hospitality and smooth order management for our wholesale business partners.

The successful candidate will act as a central point of contact between sales, accounting, warehouse, and hospitality teams to ensure accurate order entry, timely deliveries, excellent customer service, and strong operational support.

This position is based in the Okanagan Valley and requires strong attention to detail, communication skills, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

• Process all incoming wine orders accurately and efficiently across wholesale, licensee and export channels
• Enter and manage orders within internal systems, ensuring pricing, inventory allocation, and shipping details are correct
• Coordinate order fulfillment with warehouse and logistics teams to ensure timely delivery
• Prepare invoices, shipping documents, and supporting sales documentation
• Ensure timely order tracking and fulfillment.
• Monitor inventory availability and communicate supply constraints to internal teams and customers
• Support the sales team with order tracking, customer follow-up, and account maintenance

Customer Service

• Serve as an operational contact for customer inquiries related to orders, shipments, availability, and account support

• Maintain and update customer account information, contact records, and sales notes within CRM systems
• Maintain strong relationships with the intention of supporting customers through responsive communication, order coordination, and account servicing.
• Resolve order discrepancies, shipping issues, and customer concerns in a professional and timely manner

• Assist with occasional deliveries, trade tastings, and in-market activations throughout the Okanagan and surrounding regions

Administration & Reporting

• Maintain accurate customer records, pricing structures, and sales data
• Assist with monthly sales reporting and reconciliation support
• Assist with the execution and administrative coordination of wine launches, promotions, and seasonal programs.
• Work closely with sales, hospitality, finance, production, and warehouse teams to support business objectives
• Contribute ideas to improve order flow, communication, and operational efficiency

Requirements

Required Skills & Experience

• Passion for people and delivering hospitality
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office, particularly Excel and Outlook
• Ability to prioritize multiple deadlines and work independently
• Professional, positive, and customer-first approach

Preferred Qualifications

• Experience in the wine, beverage, or hospitality industry is considered an asset
• Experience with Ollie Order management system is an asset
• Knowledge of BCLDB, wholesale distribution, and wine compliance processes is an asset
• Familiarity with wine club operations and direct-to-consumer sales is beneficial

Compensation is a mix of base salary and commissions for a 35-hour work week. The successful candidate will also receive a monthly wine allocation.

Location

Oliver, British Columbia

Salary

$35,000 to $45,000 Base Salary & Commision

Position Summary

Stoneboat Vineyards is seeking a highly organized and hospitality-focused Sales Coordinator to support the processing, coordination, and fulfillment of wine sales across multiple sales channels. This role is critical to ensuring high levels of hospitality and smooth order management for our wholesale business partners.

The successful candidate will act as a central point of contact between sales, accounting, warehouse, and hospitality teams to ensure accurate order entry, timely deliveries, excellent customer service, and strong operational support.

This position is based in the Okanagan Valley and requires strong attention to detail, communication skills, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Order Processing & Sales Support

• Process all incoming wine orders accurately and efficiently across wholesale, licensee and export channels
• Enter and manage orders within internal systems, ensuring pricing, inventory allocation, and shipping details are correct
• Coordinate order fulfillment with warehouse and logistics teams to ensure timely delivery
• Prepare invoices, shipping documents, and supporting sales documentation
• Ensure timely order tracking and fulfillment.
• Monitor inventory availability and communicate supply constraints to internal teams and customers
• Support the sales team with order tracking, customer follow-up, and account maintenance

Customer Service

• Serve as an operational contact for customer inquiries related to orders, shipments, availability, and account support

• Maintain and update customer account information, contact records, and sales notes within CRM systems
• Maintain strong relationships with the intention of supporting customers through responsive communication, order coordination, and account servicing.
• Resolve order discrepancies, shipping issues, and customer concerns in a professional and timely manner

• Assist with occasional deliveries, trade tastings, and in-market activations throughout the Okanagan and surrounding regions

Administration & Reporting

• Maintain accurate customer records, pricing structures, and sales data
• Assist with monthly sales reporting and reconciliation support
• Assist with the execution and administrative coordination of wine launches, promotions, and seasonal programs.

Cross-Department Collaboration

• Work closely with sales, hospitality, finance, production, and warehouse teams to support business objectives
• Contribute ideas to improve order flow, communication, and operational efficiency

Requirements

Required Skills & Experience

• Passion for people and delivering hospitality
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office, particularly Excel and Outlook
• Ability to prioritize multiple deadlines and work independently
• Professional, positive, and customer-first approach

Preferred Qualifications

• Experience in the wine, beverage, or hospitality industry is considered an asset
• Experience with Ollie Order management system is an asset
• Knowledge of BCLDB, wholesale distribution, and wine compliance processes is an asset
• Familiarity with wine club operations and direct-to-consumer sales is beneficial

Compensation is a mix of base salary and commissions for a 35-hour work week. The successful candidate will also receive a monthly wine allocation.