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Division Coordinator - Americas Travel Retail - Miami, FL

Ref: 286 Date Posted: Thursday 25 Oct 2018
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The Division Coordinator is a general support role, providing broad business support to their respective Divisional Commercial & Marketing teams. The position includes cross-functional responsibilities across a varying range of support activities including, but not limited to department meeting and event planning, brands marketing support, invoice processing. The Division coordinator acts as a point of contact for the Division with Edrington’s New York, Scotland and based teams.

Job Responsibilities

General Administration & Office Support:
  • Create welcoming atmosphere to visitors and company stakeholders
  • Provide administrative support to the division and perform PA duties for the Regional Director
  • Track and maintain office supply needs including general supplies for kitchen and bar area, copy & mail room, conference rooms, etc.
  • Provide support to schedule office meetings and coordinate lunches and other team gatherings
  • Assist with the execution of divisional meetings, trade shows, and other company events
  • Perform travelling arrangements, hotel bookings and conference room bookings
  • Coordinate building/facilities management of the regional office in Miami
  • Support local orientation of new hires in coordination with HR
  • Collaborate with HR in Global initiative and programs for regional office
  • Assist with ad-hoc activities as needed

Marketing & Finance Support

  • Coordinate ordering of samples and POS materials
  • Manage invoice reconciliations and management of A&P claims and invoices on Concur
  • 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 with customers
  • Collaborate with the Customer Service team in processing SAP orders
  • Assist the Customer Service team in preparing customer orders and proper documentation as needed
  • “A”  market sub budget management; ie marketing expenses through American Express
  • Act as point of contact between division and supply chain team regarding volumes, launch needs, timings, etc. for local and global brand initiatives
  • Prepare ad-hoc spreadsheets for the Commercial Finance Director and the Marketing team as needed
  • Respond to Edrington market requirements by sourcing internally or locally any appropriate marketing support materials (e.g. sales aids, brands histories, videos or CDs)

Knowledge, Skills & Core Competencies Required

  • Bachelor’s Degree required
  • Previous experience in support or administrative role is required
  • Experience working in in Spirits or consumer goods is a plus
  • Proficiency in MS Office (Word, Excel, PowerPoint and Outlook)
  • Computer savvy with ability to learn ERP systems
  • Understanding of basic Finance concepts and documents
  • Excellent verbal and written communication skills
  • Highly organized individual, detail-oriented and personable with a  customer service led approach to their work
  • Detail oriented with strong planning and prioritization skills
  • Must be a flexible individual, able to multi-task and work well under pressure
  • Proactive team player with a positive, helpful, can-do attitude
  • Eligible to work in the US
  • Must be 21 years of age

Benefits & Perks

  • Competitive salary
  • 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
  • Pre-tax parking/commuter benefit