Administrative Coordinator, Sales & Marketing

US-NJ-Flemington
Job ID
2017-1100
Category
Sales & Marketing

Overview

The Administrative Coordinator will provide an efficient and orderly process for facilitating administrative functions and other defined duties in the Sales & Marketing department. The person filling this role will be proficient in administrative support to the management team departmentally, as well as facilitating communications and interdependent activities with other departments. The position reports directly to the Vice President Sales & Marketing - Johanna Brands & Food Service division. The administrative coordinator also has a technical component to his/her duties, predominantly in the areas of internal sales data and customer sales reporting.

Responsibilities

ESSENTIAL FUNCTIONS:

  • Perform and oversee all administrative activities in support of the Sales and Marketing department. This includes screening and handling office communications, managing calendars, sample requests, mailings, scheduling meetings, greeting and directing visitors and other administrative office tasks as appropriate.
  • Order and maintain office supplies
  • Answer phones and handle requests/issues as needed promoting clarity of communication and exceptional internal customer service enhancing the professional image of the department and the company.
  • Assists with copying, preparing documents, presentations and other materials.

TECHNICAL DUTIES:

  • Review sales incentive data by category on a monthly basis.
  • Analyze budget data by department on a quarterly basis.
  • Support and administer annual and monthly forecasting via Excel sheets and internal data base.
  • Update and maintain all pricing and MDF files.
  • Support sales with new item forecasting worksheets.
  • Prepare reports and presentations including weekly updates, quarterly management meetings, customer appointments, trade show coordination, executive meetings, etc.
  • Weekly update of sales reports including download of raw data from BAS and Riveon. Run ad hoc reports as needed.
  • Complete and file expense reports.
  • Understand and run Retail Link reports to support Walmart business. This includes weekly fineline, scorecards, OTIFs, pipeline and other reports needed.
  • Support activities deemed appropriate by the Vice President of Sales & Marketing in maintaining proactive, positive environment with our customers and the Johanna team. 

 

  • Answer all phones in a positive, motivating manner. The telephone of the Vice President will be answered after two rings. Under no circumstances will people be put into voice mail unless they ask to be.
  • Positive attitude is essential. It is important that the environment in the office, in correspondence, on the phone, and during meetings be positive. In Sales we face challenges everyday, a positive attitude helps to transform those challenges into opportunities.
  • Ensure compliance with applicable quality system standards and the unit’s food safety, and security programs in support of essential manufacturing strategies and practices.
  • Serve as alternate to Director of Marketing to ensure effective coverage of the Safe Quality Food responsibilities pertaining to that position.

 

CONSUMER AFFAIRS:

 

  • Address and respond to consumer phone calls, emails and letters.
  • Maintain complete database of consumer reports and detailed issues.
  • Prepare monthly and quarterly summary including classification of consumer issues and communicate summary and findings to appropriate departments.

Qualifications

  • College degree preferred
  • Minimum of five years experience as administrative assistant at the Senior level
  • High degree of proficiency in Microsoft Office, particularly with PowerPoint presentations and Excel charting.
  • Must be a team player and possess excellent decision-making abilities. Must display exceptional communication skills, possess the ability to multi-task, handle aggressive deadlines and work well independently. Being reliable, proactive and organized is essential. Attention to detail is a critical part of this position.

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