Commercial Coordinator

Job Description

Job Description

Highly organized and detail-driven? Step into the Commercial Coordinator role and support seamless operations across our Commercial department.

This full-time, temporary position runs from January (ASAP) to September 2026 (potential to extend will be evaluated post-festival).

The Commercial Coordinator will primarily work at our head office on Baker Street in beautiful Nelson, BC.

Festival Site Work : The successful candidates will also be required to work on-site at the festival location near Salmo, BC for about 1 month in July.

The Commercial Coordinator will perform duties assigned by the Commercial Director to ensure success across all Commercial department teams. Duties include but are not limited to Vendor and food and beverage administration gathering, organizing and overseeing project information, reviewing documentation, processing orders, filing, generating reports, and data entry.

Roles and Responsibilities :

General Administration :

Create, review and update training, planning and reporting documents.

Navigate, edit and create spreadsheets in both Excel and Google Sheets.

Project management support (Basecamp)

Email and telephone communication - Google Business Suite.

General Data Entry

Commercial Departments Support (Assisting with the following tasks) :

Interviewing : Assist in recruitment and coordinating follow-up interviews with senior staff.

Scheduling : Coordinate and manage team schedules, ensuring optimal coverage and efficient workflow.

Manufacturing : Liaise with manufacturers to ensure timely production and quality control of products.

Supply Chain Management : Oversee the logistics of supply chain operations, including procurement, transportation, and inventory control.

Inventory Management : Monitor and manage inventory levels to prevent shortages or overstock situations and ensure a balanced and efficient inventory system.

Point of Sale training and support ( Squareup ) : Provide comprehensive training and ongoing support for staff using the POS system to ensure efficient and accurate sales transactions.

Audit process during the festival : Conduct thorough audits to ensure compliance with all operational standards and identify areas for improvement.

Employee performance review and development.

Sales reporting.

E-commerce - Shopify stores :

Support the E-comm manager with duties related to merchandise sales, including but not limited to Shipping and Receiving.

Health and Safety :

Ensure that all sales points adhere to health and safety standards.

Coordinate with the health and safety team to ensure all guidelines are met.

Vendor / Food and Beverage Coordination :

General Administration - contracts, invoices, documentation and Support.

In-person support during the festival.

Assist in executing food ordering strategy Inc. planning, pricing, processing, transportation and distribution.

Conduct project research and assist as required.

Foster positive relationships with vendors, clients, and coworkers.

Other duties as assigned.

Qualifications :

Secondary education is an asset.

Knowledge of financial accounting, budgeting and reporting is an asset.

Knowledge in the Retail and Food and Beverage industry is an asset.

Advanced computer skills and experience using Google Docs and Microsoft Applications.

Intermediate-level knowledge of Excel.

Experience with Square and Shopify is an asset.

Familiarity with an office environment.

Experience with festivals and events is an asset.

Must have a valid Class 5 Driver's licence with a clean abstract.

Must be living in Canada, willing to move to Nelson, BC and current visa.

Strong administrative skills.

Proven self-management skills.

Flexible and able to respond to changes in working conditions.

Desire to be proactive and create a positive experience for others.

Excellent organisational and communication skills.

Strong sense of urgency and problem-solving skills.

High attention to detail.

Ability to think on their feet.

Multi-task and prioritise.

Streamline processes and make recommendations to improve efficiencies.

Reflect the Shambhala spirit through kindness, inclusivity, and a welcoming approach!

The Perks :

At Shambhala, we're not just about the music; we're about creating an incredible experience for our team too. Here's what you can look forward to when you join us in a contract position :

Team Yoga Classes : Dive into wellness with complimentary yoga sessions for our HQ team in the off-season. Let's embark on a journey together toward enhanced well-being and mindfulness! ????️‍♀️

The "20cm Rule" : If Whitewater gets at least 20cm of snow overnight, Shambhala HQ staff have the option to take the morning off to enjoy the powder before heading to work. ????

Savoy Hotel Discounts & Bloom Nightclub Shows : Enjoy exclusive discounts on stays at The Savoy Hotel for you and your loved ones! Plus, as part of the Shambhala HQ team, you can attend selected shows at Bloom Nightclub free of charge. ????️.

Casual Dress Code : Embrace your individuality with our flexible dress policy.

Competitive Salary : We offer a competitive salary that aligns with industry standards.

Unique and Exciting Work : Joining Shambhala HQ isn't just a job—it's a unique experience! Shambhala HQ staff get an insider's look at the festival, from planning to execution. Dive into the magic of Shambhala firsthand!

Pay Rate :

$22-26 per hour based on experience.

Shambhala Music Festival is committed to employment equity. We strongly encourage applications from Indigenous peoples, Black people, racialized people, people with disabilities, people from gender and sexually diverse communities and / or people with intersectional identities.

Ready to join the team? Submit your resume and cover letter below.

Please watch the video below for an inside look at the culture you’ll be joining at Shambhala Music Festival! ????