Position Title :
Coordinator, Division Sales / Office Administrator
Position Location :
Irving, TX (Division Sales Office)
Position Summary :
The primary purpose of this position is to provide support to the following key leaders in 2 separate sales divisions based at the Irving, TX office: GM, US Chain Customers; GM, TX Division; 3 Chain Sales VPs; VP, Customer and Channel Planning & Analysis. This individual will be accountable for general administrative responsibilities, project management, office management and meeting/event planning, and will serve as the central representative for both divisions and the TX office. As the central representative of both sales divisions and the Irving office, this person will interface with a broad range of individuals at all levels of the organization based in various locations in the US and abroad.
Major Responsibilities / Accountabilities :
General Administrative support :
Provide support to GM, US Chain Customers, GM, TX Division, and Chains VPs:
Handle all travel arrangements.
Process all T&E and invoices.
Calendar Management (Outlook):
Manage chains master calendar to include customer, distributor and leadership meetings. Coordinates with local markets for logistics.
Maintain key dates on PR master calendar for GMs and their leadership teams: earnings call, QIM, distributor PEP, Talent Calibration, CODI planning and review meetings, division meetings and project meetings.
Screen calls and meeting requests.
Meeting / Event Planning:
Hotel and venue contract negotiation and management of budget for meetings.
Manage all coordination and logistics planning.
Lead management routine for Chain Division and Texas meetings with internal and external stakeholders (CODI, annual planning, chain customer events and distributor meetings).
Coordinate bi-weekly Chains Division Leadership meetings and manage agenda items, content, timing. Recap meetings and track action items for leadership to review on each staff call.
Manage events – office happy hours, birthday and anniversary celebrations, and host events for guests.
Sales Coordination, Project Management, and ad hoc tasks
GM & VP Projects :
Lead coordination of GM projects (e.g. planning meetings, follow up on special projects, etc.)
Represent GMs and VPs in company communications (e.g. phone/fax/mail/email, company notes, holiday cards, etc.). Prepare drafts of correspondence for approval and execute transmission as appropriate.
Work closely with VP, CCP&A to coordinate and plan Chains planning cycle and meeting routines. Schedule meetings and prepare communication for meeting expectations.
Track action items for planning and follow up with leadership team on timing.
Prepare GM presentations and create drafts for edit and other forms of leadership communication.
Work with GM and marketing to distribute product and launch kits to Chains & Texas divisions, customers and distributors.
Reporting & Efficiencies :
Pull and print financial and sales reports as needed.
Conduct ad hoc research (Market, shopper, consumer, ecommerce, history, etc. and prepare reports based on findings.
Create and publish monthly Chains activity and recap report.
Monitor for systems/new tools to enhance leader’s effectiveness.
Responsible for managing the SharePoint system for Chains and maintaining and organizing all content. Super-user of the system, working closely with IT.
Process and track invoices including handling inputting of invoices into AP&O and track brand budgets to ensure within program allocation.
Assist with new hire training and orientation. Standardize on-boarding for all new chain employees
Office Management :
Manage office budget and find savings and find efficiency and savings.
Process all invoices related to office management (phone, electricity, water, office supplies).
Maintain all office equipment – copiers, conf room screens and iPads, appliances, bar and recreational equipment.
Restock supplies for kitchen and office supply needs.
Manage liquor inventory and manage the bar area.
Manage "goodie closet."
Manage mail services.
Coordinate with IT department the administration of IT needs for division staff (new phones, computer equipment, office access etc.)
Collaborate with Corporate Services team (HQ-based) to track and maintain office layout, work stations, reservation of office and conference room space.
Serve as host and primary resource for internal and external guests to Division Office.
Nature & Scope :
Position typically works with all levels of managers and employees of PRUSA, providing information as directed by executive. Incumbent plans activities for this position weekly, with individual initiative in daily routine. Decisions may impact the departmental leadership and organization as a whole. Errors in judgment may cause expense to the organization.
Bachelor’s Degree required with advanced training in MS-Office
Experience / Background :
Minimum 5 years of related experience, preferably in a Sales environment, supporting multiple individuals and/or groups.
Experience with project management software highly preferred.
Highly proficient in MS Office suite. Demonstrated ability to build solid PowerPoint decks from scratch.
Required Skills/Competencies :
Excellent verbal and written communication skills a must.
Outstanding aptitude for time management.
Detail orientation, interpersonal awareness, and proficiency in problem-solving are key competencies for success.
Demonstrated success managing multiple priorities at once.
Poised and able to interact with individuals across all levels of the organization with a high degree of professionalism and discretion
Working Conditions :
Work is performed in a typical office environment, with limited demands for movement and lifting. Normal visual acuity required for correspondence and computer terminal usage.
Travel Requirement :
10 – 15 %
Who are we?
Pernod Ricard USA is the premium spirits and wine company in the U.S. The company's leading spirits and wines include such prestigious brands as ABSOLUT® Vodka, Chivas Regal® Scotch Whisky, The Glenlivet® Single Malt Scotch Whisky, Jameson® Irish Whiskey, Malibu®, Kahlúa® Liqueur, Beefeater® Gin, and Avión™ Tequila (through a joint venture with Tequila Avión); such superior wines as Jacob's Creek® and Brancott Estate®; and such exquisite champagnes and sparkling wines as Perrier-Jouët® Champagne, G.H. Mumm™ Champagne and Mumm Napa® sparkling wines. Learn more about our history, values, strategies and organization by visiting us at http://www.pernod-ricard-usa.com/
Working at Pernod Ricard
Working for Pernod Ricard USA means working for the co-leader in the global wines and spirits industry – and having the opportunity to work with great people and great brands in diverse and challenging roles. Our success is the result of the passion and creativity of our people, our exceptional portfolio of leading premium brands, and a shared commitment to our values of entrepreneurship, mutual trust, and a strong sense of ethics. Pernod Ricard USA rewards both individual initiative and a spirit of collaboration, and encourages ongoing professional development. Pernod Ricard USA recognizes the importance of continuously building upon our diverse workforce and inclusive culture. We believe in championing an inclusive culture that embraces differences and encourages employees to challenge themselves and their colleagues.
Pernod Ricard USA offers competitive compensation, performance bonuses and domestic & international career development opportunities.
- Pernod Ricard USA is an Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individuals with Disabilities.
- Offers will be subject to United States local terms.