Office Administrator (Marketing)

Location: Delta, BC

In this dynamic, fast-paced environment, the Office Administrator (Marketing) is responsible for working closely with the Marketing team to provide customer service and administrative support for various marketing programs, including rebates, flyers, and events. This position also supports the California and Oregon branch locations and dealer network.

Duties and Responsibilities

Branch and Dealer Support
  • Support dealer events by shipping marketing materials and ensuring their return in good condition
  • Enter generated leads from dealer events into Leads Management System (HubSpot), including follow up with Account Executives, and resolution of unassigned/erroneous leads
  • Assign “becoming a dealer” requests for new dealers to the appropriate branch for qualification
  • Ensure ignite information is up to date, including dealer locator and showroom units
Home Shows, Fairs and Event Coordination & Support
  • Assist with the registration of Dealer Events, Home Shows and Fairs
  • Provide a monthly and annual package of Home Shows, Fairs and Events reports to Director, Marketing
  • Set up and send leads management emails for home shows
  • Set up and send email invitations for events
  • Coordinating and assisting with aspects of the annual HPBA show including booth design, construction, set up, meeting preparation and presentation and reception
  • Provide monthly Home Shows, Fairs and Events reports to Sales Managers and Account Executives
  • Respond to enquiries from stakeholders regarding homes shows, fairs and events
Flyers
  • Coordinate flyer layouts
  • Deliver flyer proofs and follow up for signed approvals
  • Organize printing and shipping of flyers
  • Coordinate package assembly, organizing assistance as required
Reception
  • Operate switchboard to answer and direct all incoming calls 
  • Distribute incoming mail to appropriate parties, while ensuring correct postage for outgoing
  • Coordinate courier services for overnight and other shipping needs
  • Welcome and sign-in visitors, provide safety gear when necessary
  • Prepare bank deposits, scan cheques and ensure the accuracy of totals
  • Maintain and order office supplies as needed
Administration
  • Respond to emails from consumers and dealers regarding promotions, claims and rebates
  • Close out promotions when they expire
  • Maintain systems, reports and controls to assure appropriate inventory levels for all Marketing material
  • Maintain complete record keeping digitally & hard copy for all projects and programs
  • Assist the Director, Marketing with aspects of dealer and consumer research
  • Process and track rebate claims through the promo system, ensuring that customers receive rebate cheques in a timely manner
  • Assist customers throughout the warranty registration process; generate reports & provide data from the warranty database as required
  • Maintain KACE email system, by responding to external inquiries with a customer service focus
Customer Service and Teamwork
  • Assist Marketing team members, departments, branches and/or suppliers to complete projects
  • Assist the Creative team to maintain the corporate consumer and dealer web site plan integrated with total marketing plan
  • Establishing and maintaining effective relationships and communications with the Director, Marketing, departments, branches, dealers, and suppliers
  • Attend and participate in department and organization meetings
  • Maintain professionalism and act in a manner consistent with FPI mission and guiding principles
  • Follow all Health & Safety programs; actively participate in Health & Safety training with the purpose of gaining knowledge and understanding
  • Contribute to a positive work environment focusing on Lean and continuous improvement initiatives
  • Other related duties and projects as required

Abilities/Skills/Knowledge

  • Strong organizational skills; able to prioritize and effectively manage multiple tasks simultaneously
  • Self-motivated and able to effectively work independently as well as with a group setting.
  • Process-oriented with a strong attention to detail
  • Excellent communication skills (written/verbal) in English
  • Strong working knowledge of a variety of programs, including Microsoft Office (especially Excel), Adobe InDesign an asset
  • Bilingual (French/English) an asset

Education/Training

  • Office Administration certificate or equivalent is considered an asset

Experience

  • 3-5 Years of experience in an administrative role

What We Offer

  • Competitive compensation package
  • Extended health & dental benefits
  • RRSP matching program
  • Profit-sharing
  • Compressed work schedules (with short Fridays)
  • Professional development opportunities
  • Employee events (Monthly Mingles, Summer BBQ, Holiday celebrations)
  • Team Building / Health & Wellness activities
  • Employee Purchase Program
  • Friendly environment with Peer Recognition program
  • Smart Casual dress attire
  • Free coffee and parking

How To Apply

Interested candidates are invited to submit a resume with cover letter to the Human Resources Department by Applying Online or by email at employment@regency-fire.com.
Only candidates considered for an interview will be contacted. Thank you for your interest in this position.