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Division Coordinator – South Division - Miami, FL

Ref: 160 Date Posted: Monday 16 Apr 2018
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The Division Coordinator is a general support role, providing broad business support to their respective Divisional Commercial teams. The position includes cross-functional responsibilities across a varying range of support activities and departments (visits & travel management, meeting and event planning, office management, brands marketing support, invoice processing, and some PA duties).
The Division coordinator acts as a contact and liaison point for the Division with Edrington’s New York, Scotland and the Dominican Republic based teams.

Job Responsibilities

Marketing & Finance Support
  • Processing, checking and management of in-market invoices, selling costs, and A&P claims
  • Nexus Maintenance : execution, accruals, invoice processing, and follow-up with team on compliance
  • Prepare the  A&P & LMF reconciliation with marketing team
  • “A”  market sub budget management; i.e. marketing expenses through American Express
  • Respond to Edrington market requirements by sourcing internally or locally any appropriate marketing support materials (e.g. sales aids, brands histories, videos or CDs)
  • Assist with Customer Service calls and follow up
  • Prepare adhoc  excel spreadsheet for the CFM to assist with the day to day
  • Manage all invoice reconciliations
  • Act as point of contact for divisional requirements (volumes/launch needs/timings) for global and local brand related initiatives 
General Admin & Office Support
  • Coordinate building/facilities management of the regional office
  • Assist where appropriate all division meetings
  • Provides administration support for the divisions team and perform PA duties for the VPDM
  • Maintain general office supplies including Kitchen/Bar to support copy/mail room/conference room booking
  • Local point of contact for the support hub HR team based in NY. Support the coordination of new hire on-boarding locally and provide local support with any other HR related activities/program/policies
  • Ad-hoc projects

Knowledge, Skills & Core Competencies Required

  • Requires Bachelor’s degree
  • Ideal candidate should have had similar work experience
  • Knowledge of spirits industry would be beneficial but not necessary
  • Must be proficient in Microsoft Office suite
  • Proficient in Excel and PowerPoint
  • Knowledge of administrative & clerical procedures
  • Experience in word processing, file management, record keeping, template creation, etc. is required
  • Understanding of basic Finance documents
  • Must be a flexible individual who thrives on variety and works well under pressure
  • Highly organized individual, detail-oriented and personable with a  customer service led approach to their work
  • Proactive team player with a positive, helpful, can-do attitude
  • Articulate, communicative, and professional
  • Excellent verbal and written communication skills
  • Excellent attention to detail and accuracy
  • Willingness to accept responsibility, confidence to act independently and decisively
  • Strong Planning, organizing and prioritizing skills
  • Eligible to work in the US
  • Must be 21 years of age

Benefits & Perks

  • 100% employer paid premium medical, vision, and dental coverage
  • 401k with company match
  • Flexible Spending Account
  • 100% employer paid premium long and short term disability
  • 100% employer paid premium life insurance and AD&D insurance
  • Additional life insurance options
  • Flex time
  • 13 Paid Holidays
  • 25 PTO Days
  • Summer Fridays Program
  • Employee Assistance Program
  • Generous employee referral program
  • Discounts platform access 
  • Paid parental leave
  • Pretax parking/commuter benefit