Sales & Marketing Assistant - Private Imports

Charton Hobbs Group

Montreal

CAD 40,000 - 70,000

Job description

Sales & Marketing Assistant - Private Imports
Location: Montreal, QC

Reports to: Provincial Manager, Quebec

About the Role

Charton Hobbs is seeking a highly organized and detail-oriented individual to join our Quebec team in a role focused primarily on the coordination and management of private imports. This position plays a key role in supporting our sales team, clients, and supplier partners, ensuring seamless execution of private order submissions, system updates, inventory tracking, and invoicing through the SAQ.

The ideal candidate thrives in a fast-paced environment, is systems-savvy, and enjoys working cross-functionally with multiple stakeholders including brand managers, representatives, and provincial authorities.

Key Responsibilities

Private Imports Coordination (Primary Focus)
1. Manage the full process for private import requests:
- Gather necessary documentation from sales reps and brand managers
- Prepare and submit orders through the SAQ portal and internal systems
- Maintain accurate and current data in the Master Tracker, PAWA, and XRM
Record SAQ confirmations, availability notices, and delivery updates
Enter and manage product reservations as requested by sales reps
Communicate product availability and order status updates to reps and internal teams
Provide support and guidance to sales reps and clients regarding the private import process

Sales Support (Order Management & Invoicing)

Review rep-submitted orders in XRM and ensure all required information is complete and accurate
Submit validated orders to the SAQ and confirm receipt with reps and clients
Process agency fees and submit invoice requests via XRM
Follow up on outstanding documentation, payments, or order issues
Reconcile SAQ inventory data with internal tracking systems
Work with the sales team to allocate performance targets (KPIs) for new product arrivals to the On-Trade channel

Reporting & Communication

Generate and distribute weekly and monthly sales summaries, reservation files, and inventory reports
Provide ad hoc reporting support to provincial managers and brand teams upon request
Proactively flag product availability, inventory discrepancies, or pricing issues
Track and report on On-Trade team performance related to new arrival KPIs, ensuring alignment with sales objectives

Marketing & Administrative Support

Assist with internal tastings, sales meetings, and team presentations
Collaborate with the marketing team on the distribution of promotional materials and product updates
Support coordination of brand events, supplier visits, and cross-functional projects

Qualifications

Bilingual: French and English (written and verbal)
Experience with SAQ systems or private import coordination strongly preferred
Excellent organizational skills and attention to detail
Strong proficiency in Excel and general comfort with CRM/data entry systems (XRM experience is an asset)
Confident communicator with strong interpersonal skills and the ability to manage multiple priorities
Experience in the wine & spirits industry or consumer packaged goods is an asset

Benefits

Medical, dental, RRSP and other benefits after a qualifying period.
Competitive salary and benefit package plus performance bonus commensurate with performance, attainment of annual objectives and KPI‘s

The above information is representative of the work performed in this position; however, it is not all-inclusive. The omission of a specific duty or responsibility does not exclude it from the position if the work is similar or related to the essential duties and responsibilities.

Join our team and contribute to the success of our renowned brands!

Charton Hobbs is an equal opportunity employer and welcomes candidates from diverse backgrounds to apply. We thank all applicants for their interest, however, only those selected for an interview will be contacted.