Love balancing details, timelines, and vendor relationships? Become our Commercial Vendor Coordinator and help support our vendor operations.
• This full-time, temporary position runs from January (ASAP) to September 2026 (potential to extend will be evaluated post-festival).
• The Commercial Vendor 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 Vendor Coordinator supports the planning, coordination, and execution of Market Vendors and Food & Beverage operations for Shambhala Music Festival. This role involves managing vendor selection, supply chain logistics, inventory control, and POS system training, while ensuring strict adherence to health and safety standards. The ideal candidate will be highly organized, detail-oriented, and possess excellent communication and interpersonal skills, ensuring effective collaboration and successful event execution.
Roles and Responsibilities:
Vendor and Food & Beverage Coordination:
• Food ordering execution: Review feedback and products, update meal plans, seek products, negotiate costings and completion of orders.
• Packaging procurement: Review packaging needs for the year, review suppliers, costings and completion of orders.
• Facilitate Auction process: Open applications, ensure working software, vet applicants, conduct auction (set up, auction process and post auction proceedings).
• Food and Beverage Vendors: Review and vet new applicants, review returning applicants, designate spots and layout.
• Attractions and Theme Camps: Support attractions team through contracts and access onto site.
• Reporting: Ensure weekly report updates are completed for each team to facilitate ongoing project reviews.
• Contract Administration: Manage contract documentation, invoicing, and follow-ups to ensure timely payments and proper record-keeping.
Commercial Administration (Assisting with the following tasks):
• Interviewing: Assist in recruitment and interview process for commercial teams.
• Scheduling: Coordinate and manage team schedules.
• Product selection: Assist in the selection process that aligns with market trends and customer preferences.
• 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 (Square & Shopify): 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.
• 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.
• Conduct project research and assist as required.
• Foster positive relationships with vendors, clients, and coworkers.
General Administration:
• Create, review and update training, planning and reporting documents.
• Navigate and create spreadsheets in both excel and google sheets.
• Project management support (Basecamp)
• Email and telephone communication – Google business suite
• General Data Entry
• Other duties as assigned across the Commercial Departments.
Qualifications:
• Secondary education in Business or Marketing is preferred.
• Knowledge of financial accounting, budgeting and reporting.
• Knowledge in the Retail and Food and Beverage industry.
• Advanced computer skills and experience using Google Docs and Microsoft Applications.
• A minimum Intermediate-level knowledge of Excel.
• Experience with Square up and Shopify is preferred.
• 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 organizational and communication skills.
• Strong sense of urgency and problem-solving skills.
• High attention to detail.
• Ability to think on their feet.
• Multi-task and prioritize.
• 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 through our online application here.