Marketing Program Administrator

RSL'S story:
Refrigerative Supply Limited is a family business owned by Alison Hamilton and Linda Gibbs. The business was founded by Peter Gibbs' and Alison Hamilton's parents, Jack and Elizabeth Gibbs. In 1949 they acquired the four-year-old Vancouver branch of an American-based company. From this modest beginning, the Company now has a Head Office in Burnaby, twenty-three Branches, and Four Distribution Centers spread across Western Canada. We are committed to remaining a family business and are proud to have the third generation working in the business. The company's mantra is to ‘inspire excellence and trust' by providing creative solutions and unrivaled experiences, in-store and online, that make RSL the choice for customers, suppliers, and employees at every location. For more information, please visit: www.rsl.ca

RSL Mission
Our purpose is to provide the highest quality HVAC and Refrigeration experience in Canada.

RSL Vision
To be the environment that inspires excellence and trust within our community.

RSL Values
Gracious, Collaborative, Courageous, Innovative, Community Focused, and Exceptional Experience.

Great Place to Work
At RSL, we pride ourselves on fostering a dynamic and inclusive workplace culture. Our commitment to excellence and employee satisfaction has been recognized with the prestigious “Great Place to Work” certification for six consecutive years. This accolade reflects our dedication to creating an environment where every team member feels valued, supported, and empowered to achieve their best.

The Opportunity:

Scope of the position

We are seeking a detail-oriented and highly organized Marketing Programs Administrator who thrives on managing programs, maintaining accurate records, supporting business processes, and ensuring operational excellence across marketing initiatives. This role is ideal for someone who values accuracy, consistency, and enjoys working with systems and numerical data to track, reconcile, and maintain information.

The successful candidate is proactive and comfortable asking clarifying questions to ensure full understanding, drive accuracy, and complete tasks efficiently.

Key Responsibilities

Administrative & Program Support

• Administer assigned co-op programs, including:
• Creating statements
• Submitting claims
• Processing credits and credit memos in RSL's ERP system
• Maintain accurate records and ensure proper reconciliation of program data

Inbox & Communication Management

• Manage the marketing inbox by:
• Responding to general inquiries and ensuring timely follow-up on marketing inbox communications
• Assigning emails to appropriate team members
• Organizing and filing completed correspondence
• Delivering high-quality customer service to internal and external stakeholders

Vendor & Systems Coordination

• Administer vendor web portals
• Support onboarding of new sales staff to vendor systems

Channel Manager Support

• Support co-op program maintenance for Refrigeration, Applied, Commercial, and Food Equipment channels:
• Create and communicate IR numbers for tracking and reconciliation
• Collect receipts and compile data for supplier reimbursement
• Maintain co-op fund tracking
• Coordinate training initiatives across branches:
• Organize sessions
• Submit and distribute training flyers
• Manage training-related swag requirements

Project Administration & Workflow Support

• Maintain assigned projects and tasks within Asana.
• Update project status, documentation, and supporting records.
• Assist the Marketing Manager with project tracking and administrative follow-up.
• Support department process documentation and SOP maintenance.

Event & Campaign Support

• Assist with event planning, including:
• Invoicing
• Outreach
• Progress tracking
• Support annual catalogue production, including invoicing and distribution to branches

Inventory & Branded Collateral Management

• Coordinate branch branded collateral distribution
• Oversee and maintain branded collateral inventory
• Manage training-related branded collateral requirements

Team Support & Coverage

• Provide backup support for the Sales Administrator, Marketing Coordinator, and other Marketing Administrators as required

• Act as a primary point of contact for branch and vendor inquiries related to co-op programs, training, and vendor systems
• Escalate complex requests to the Marketing Manager or appropriate team member when required

Additional Responsibilities

• Take on additional administrative or coordination tasks as required

Physical & Operational Requirements

This role occasionally involves hands-on work in a warehouse environment, including:

• Receiving marketing materials
• Organizing inventory
• Preparing shipments

Materials may include printed collateral, promotional items, and larger assets such as signage.

Ideal Candidate

• Experience working with project management platforms such as Asana, Monday.com, Smartsheet, or similar systems.
• Strong ability to manage multiple projects and deadlines simultaneously.
• Highly detail-oriented and organized
• Comfortable working with data, systems, and administrative processes
• Strong communication skills with a proactive approach to seeking clarity
• Ability to manage multiple tasks and priorities with accuracy
• Team-oriented mindset with a willingness to support various functions

What we offer:

The target salary range for this position is $50,000 - $60,000 CAD per annum. The pay range for this position is a general guideline only. The salary will depend on internal pay equity and the candidate's relevant skills, experience, qualifications, and job market data.

It's not all about work. That's why we support and recognize our team members with a range of benefits:

• RSL is an entrepreneurial company - we don't micromanage.
• Embark on a continuous development journey. You have access to $3,500 annually to invest in your professional growth.
• Annual Bonus Program
• Vacation entitlement starting at three (3) weeks annually, with incremental increases based on years of service, up to a maximum of six (6) weeks.
• 3 personal obligation days.
• Wellness Account.
• Stay healthy with our rich benefits package.
• Protect your future with our Pension plan.
• Access a 24/7 Employee Assistance Program.

Refrigerative Supply Limited is an equal opportunity employer. We prohibit discrimination based on age, color, disability, national origin, race, religion, sex, sexual orientation, and any other legally protected class in accordance with applicable federal, provincial and local laws. We are also committed to creating and maintaining an inclusive and accessible workplace.