The Sales & Marketing Administrative Assistant will provide administrative, operational, and coordination support to the marketing department, with a strong focus on wine club administration, customer experience, logistics coordination, digital content management, events support, and brand administration.
The successful candidate will play an important role in ensuring smooth day-to-day marketing operations while maintaining high service standards aligned with the Cavalli Estate brand.
Key Responsibilities
Wine Club & Customer Experience
- Manage all Wine Club customer queries, including late deliveries, missing orders, membership questions, and courier-related issues.
- Liaise with courier companies to resolve delivery challenges efficiently and professionally.
- Maintain accurate and up-to-date Wine Club member information and records.
- Respond promptly and professionally to all Wine Club emails, messages, and customer enquiries.
- Create, update, and maintain Wine Club FAQs and related website content to ensure clear communication of membership benefits and processes.
- Ensure excellent customer service and positive member engagement at all times.
Courier & Logistics Coordination
- Coordinate and maintain relationships with courier partners and logistics providers.
- Assist with onboarding new courier service providers where required.
- Communicate courier procedures, expectations, and service standards clearly and professionally.
- Monitor delivery processes and assist with resolving logistical issues timeously.
Financial & Administrative Duties
- Prepare and manage Wine Club invoicing accurately before submission to the accounts department.
- Track Wine Club-related costs and maintain accurate financial records.
- Ensure the marketing budget tracker is updated and maintained regularly.
- Maintain and update the free stock spreadsheet quarterly.
- Provide administrative support with the Switchtel telephone system when required.
- Assist with general departmental administration and reporting.
Website & Digital Content Management
- Liaise with website service providers, including Active Ice, to update website content, pricing, vintages, stock availability, fact sheets, and product information.
- Ensure all digital product information, pack shots, and wine details remain accurate across platforms.
- Manage and respond to Google Business reviews professionally and within reasonable timeframes.
- Research potential website development partners and coordinate meetings where necessary.
Marketing & Brand Support
- Coordinate with graphic designers and suppliers for brochures, promotional items, and printed marketing collateral.
- Assist in monitoring marketing spend and maintaining marketing budget records.
- Track and assist with planning upcoming marketing campaigns, initiatives, and opportunities.
- Research and identify potential influencers and collaboration opportunities.
- Manage and grow Cavalli Estate’s LinkedIn presence and professional connections.
- Ensure all wine-related subscriptions, listings, awards entries, and memberships remain current and up to date.
Events, Stock & Supplier Coordination
- Coordinate Tasting Room First Friday menus and related logistics.
- Liaise with artists and suppliers for live music and event requirements.
- Assist with organizing and coordinating Street Soirée events.
- Source suppliers and order branded items, packaging, and promotional materials.
- Prepare and maintain proposal gift bags, media kits, and event materials for launches and experiences.
- Assist with Dineplan-related queries for picnics, tastings, and live events.
Competitions & External Communications
- Coordinate all wine competition entries and ensure deadlines and submission requirements are met.
- Distribute marketing communications regarding specials, experiences, and promotions to tour operators, guest houses, and advertising platforms.
- Arrange travel bookings, including flights and accommodation, when required.
Minimum Requirements
Qualifications
- Diploma or Certificate in Marketing, Business Administration, Hospitality, Communications, or a related field preferred.
Experience
- Minimum 2–3 years’ experience in an administrative, marketing, or customer service role.
- Experience within the wine, hospitality, tourism, or luxury brand industry will be advantageous.
- Experience working with website content management systems and digital platforms will be advantageous.
Technical Skills
- Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
- Strong administrative and organisational skills.
- Experience with CRM systems, booking platforms, and digital communication tools advantageous.
- Familiarity with social media platforms, particularly LinkedIn and Google Business.
Competencies & Personal Attributes
The successful candidate must demonstrate the ability to:
- Deliver exceptional customer service with professionalism and enthusiasm.
- Work methodically with strong attention to detail and accuracy.
- Communicate effectively, both verbally and in writing.
- Present themselves professionally to colleagues, clients, and external stakeholders.
- Use initiative and problem-solving skills effectively.
- Work independently while also contributing positively within a team environment.
- Manage multiple priorities and work effectively under pressure.
- Meet deadlines and maintain high standards of work quality.
- Display strong organisational and time-management skills.
- Maintain confidentiality and professionalism at all times.
The successful candidate will be responsible for:
- Execution of wine sales to the direct market
- Communication to Wine Club members and direct consumers via various platforms (email, telephone, website, WhatsApp)
- Building sound customer service relationships with Wine Club Members
- Processing of administrative tasks and maintenance of the sales system / database • Basic administration (stock control, purchasing, processing of wine orders)
- Planning and co-ordination of special events
- Presenting tastings at different events such as wine shows,and external functions
- Maintenance of website
- Assits in writing and coordination with designer for ads, brochures, menu updates, , promotional material and advertisements