POSITION: Administrative Assistant

DIVISION: Aquilini Vineyards / Beverage Group

REPORTS TO: VP, Vineyard Operations

LOCATION: Vancouver, BC

COMPANY PROFILE:

Aquilini Group (“AG”) is a diversified family business founded in Vancouver, BC more than 50 years ago with roots in the real estate development and construction industry. Today the company owns and manages an international real estate portfolio that includes commercial and residential properties, hotels, golf courses, vineyards and blueberry and cranberry farms. In addition to its ongoing pursuits in real estate development and construction, AG has expanded its holdings to include assets in the sports & entertainment, renewable energy, aquaculture, tourist attractions, restaurants, and food & beverage industries.

SUMMARY:

The Administrative Assistant is a dynamic role supporting both our vineyard and brands teams. This position offers broad exposure to the wine industry, working cross-functionally with vineyard, winemaking, and operations teams. The ideal candidate is highly organized, adaptable, proactive, and able to manage details while keeping projects moving.

This role is well-suited for someone looking to grow their career in the wine and beverage industry, with opportunities to learn both the production and consumer-facing sides of the business.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

(other duties may be assigned, as required)

• Support VP, Vineyard Operations with year-round bulk wine and grape sales, including creating and maintaining ads and inquiries, drafting and managing contracts, and coordinating signatures/payments through Eversign, ensuring communication with vineyard and finance teams.

• Administer e-signatures on contracts and corporate documents.

• Maintain accurate inventory records for bulk wine and grapes by varietal, vintage, pricing, and availability (AgCode/Excel).

• Oversee grape sales marketing, including e-blasts, ad posting, and customer follow-up.

• Support vineyard and winemaking teams with ad hoc projects, harvest yield updates, and operational improvements.

• Coordinate bulk wine sample shipments and track customer communications.

• Help streamline vineyard processes and recommend efficiencies.

• Manage PO lifecycle with finance.

• Assist in vendor management and obtaining quotes.

• Provide ad hoc support for culture-building initiatives and marketing projects.

• Schedule and coordinate meetings, travel, and reservations for VP Ops.

• Conduct research and prepare background materials for cross-departmental projects.

• Maintain organized digital files and ensure timely follow-up on action items.

• Assist with inventory tracking and updates at co-packers and warehouses

• Help maintain SOPs for operational processes

• Obtain and track freight quotes, manage shipments, and report exceptions

• Coordinate shipments and deliveries from production/warehousing facilities to customers (LDB).

• Prepare, submit, and track product sample requests

• Reconcile physical inventory with inventory records.

• Investigate & resolve inventory discrepancies.

• Ensure inventory database is accurate.

• Create UPC/SCC barcodes

• Collect & communicate all BOL between production & warehousing facilities to Accounting team on a bi-monthly basis.

REQUIRED EXPERIENCE AND QUALIFICATIONS:

• 2-3 years of administrative, coordination, or project support experience.

• Strong organizational skills with the ability to manage multiple priorities.

• Proficiency in MS Office (Outlook, Word, Excel, PowerPoint); ability to learn new systems quickly.

• Excellent verbal and written communication skills; professional and collaborative demeanor.

• Detail-oriented with strong follow-through.

• Ability to work independently and cross-functionally in a fast-paced environment.

• Wine knowledge or industry experience is an asset (not required).

• Must have a valid driver’s license and access to a reliable vehicle, as travel to various vineyard and operational locations will be required.

What We Offer:

At Aquilini, we believe in the importance of a Total Compensation package by ensuring our mix of salary, benefits, and perks are competitive within the market, while also offering a work-life balance.

Our comprehensive benefits package includes Health, Dental, Vision Care, Life Insurance, and AD&D coverage. In addition, you'll have opportunities for access to Rogers Arena events, an on-site gym, parking, select discounts, professional growth and development options, fun staff events throughout the year, and a dynamic and supportive work environment where you can make a tangible impact.