Distribution Coordinator

Distribution Coordinator

As one of the world’s leading theatre companies and Niagara’s 20 largest employers, The Shaw is dedicated to an ongoing process of increasing diversity and inclusion in our audiences, our programs, and in all of our hiring for staff, artists, and in the recruiting of board members.

The Shaw is committed to a future when our theatres joyously draw on and include all peoples, fully reflective of the world around us.

As such, the Shaw Festival is an equal opportunity employer committed to a barrier-free recruitment and selection process.

We encourage and invite applications from applicants who identify as Indigenous, Black or as persons of colour (IBPOC), the LGBTQ2+ communities and those identifying as gender female.

In accordance with Accessibility for Ontarians with Disabilities Act (AODA), and in keeping with our wish to ensure a fully inclusive environment, please advise Human Resources if you require an accommodation throughout the recruitment process.

We will be happy to assist.

We acknowledge and honour the land upon which we gather as the historic and traditional territory of First Nations peoples.

In particular we recognize and thank the Neutral Nation, the Mississauga and the Haudenosaunee for their stewardship of these lands over millennia.

Position : Distribution Coordinator

Compensation : $38,429 annually / 35 hours per week

Reporting to : Distribution Supervisor

Duties & Responsibilities MAIL, COURIERS, PARCELS and LOCAL DELIVERY

Incoming

• Pick up mail from NOTL Post Office.
• Drive to Lewiston / Buffalo / Niagara Falls to pick up mail at post office minimum one time per week more frequent during periods of fundraising peak giving .
• Sort and distribute throughout the Festival building to personal mail pickup slots including faxes.
• Deliver courier packages and parcels in a timely and accurate manner throughout Festival building.
• Warehouse St. Davids NOTL Meet all trucks and receive deliveries using electric lift truck, maintain the delivery space in an organized state including labeling all received skids, charging lift truck, cleaning the area before leaving.

Outgoing

MAIL

Collect outgoing mail throughout the Festival building approximately four times throughout the day and sort for outbound delivery to postal office.

Add postage through mail machine and deliver to NOTL post office.

• Assess delivery options available with managers for mail directed for courier or special delivery and arrange for courier / Canada Post service including special custom documentation for out of Canada deliveries.
• Prepare end of day shipping reports manifest for parcels, statement of mailings for USA mail, Canada Post gateway parcel shipping documents.
• Bulk Mailing Maintain the Bulk Mailing database to Canada Post standards.
• Review Tessi file for accuracy of addresses.
• Packaging of bulk mail materials.
• Deliver to NOTL post office or arrange for alternative delivery from Stoney Creek.
• Coordinate yearly bulk brochure mailing. Build all bulk brochure lists (Tessitura / Excel) including updating addresses, research new and existing entries and check for address changes and business status, and print labels.

Arrange for pick-up or delivery of mailing by Canada Post and prepare Statements of Mailing.

BULK DELIVERIES

Provide local deliveries including runs to warehouse to pick up supplies stored there ticket stock, envelopes, wallets, advertising materials, brochures for loading dock, etc .

LARGER SHIPMENTS

Warehouse : For outgoing large shipments arrange for trucking, fill out all customs documents and waybills, label and shrink-wrap skids for shipping, meet truck at warehouse and load skids.

Be sure to have training and licensing before using the Blue Giant Stacker.

Print Jobs Copiers & Mail Equipment

Complete print jobs as requested through online print work orders : setting up jobs to get optimum usage of supplies.optimize files for best printing results.

cut and bind print jobs.when files provided appear to not follow SHAW’s brand for professional publications contact marketing department.

when files provided have an issue with printing quality blurry, uncentered, inappropriate paper size consult with Supervisor on suggestions for improvement.

• Maintain print room equipment including preventative maintenance order toner for copier, change blade in cutter, transport blades to external shop for sharpening .
• Track paper usage and report stock levels and deficiencies to Supervisor for inventory purposes after each print job.
• Provide triage level maintenance to keep equipment working including replacing parts, etc. make and monitor service calls for equipment that cannot be fixed internally,send message to users that the machine is not available and likely return to use,inform Information Technology team if issue requires their assistance.
• Train non-distribution staff in how to use all copier functionality, as needed.
• When a new copier is installed, either develop a how to document on the equipment or schedule training sessions for each relevant departmental team.
• Clear paper jams that cannot be solved by the user.
• Replace toner and waste toner.

PAPER INVENTORY

• Check paper and envelope supplies in distribution and restock as needed.
• Refill copier paper supplies letter, legal, ledger near Production copier and Annex copier.
• Notify Supervisor of available inventory and deficiencies paper and envelopes

OTHER DUTIES

Cover for Distribution Supervisor when absent : Ordering Supplies if needed.Filling out printing Chargeback paperwork and forwarding to Finance.

Fill out cheque requests for Finance Dep.Answering and acting on any queries from other departments.

• Receive calls from Shaw Festival patrons, advertisers, hotels for distribution of SHAW publications.
• Assist other Departments with the organizing, boxing, loading and unloading and delivery of items being stored, warehoused and archived

QUALFICATIONS and SKILLS

• Ontario secondary school diploma / or equivalent.
• Ability to manage multiple deadlines in the same day.
• Ability to organize workflow throughout the week.
• Ability to change priorities frequently.
• Ability to lift a minimum of 52Lbs / 24KG
• Valid Class G driver’s license in good standing, ability to drive large delivery vehicles, and ability to drive in all-weather conditions and on all road types.
• Maintain in good standing a valid Canadian Passport.

Please Note : All new hires must provide proof of full COVID-19 vaccination status plus booster shot prior to start date.