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Division Coordinator - South Division - Miami, FL

Ref: 433 Date Posted: Wednesday 12 Jun 2019
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The Edrington Americas team is searching for a Division Coordinator to provide general and administrative support to our South Division. The Division Coordinator will be responsible for providing broad business support to their respective Divisional Commercial and Marketing teams. The position includes cross-functional responsibilities across a range of support activities and departments (visits & travel management, meeting and event planning, office management, brands marketing support, invoice processing, and some personal assistant duties).

The Division Coordinator acts as a liaison and contact point between the Division and Edrington’s New York, Scotland, and Dominican Republic based teams.

Job Responsibilities

General Admin & Office Support
  • Coordinate building/facilities management for the regional Miami office
  • Provide administration support for the division teams and perform personal assistant duties for the VPDM
  • Maintain general office supplies including Kitchen/Bar, and copy/mail room/conference room bookings
  • Assist with all division meetings, when appropriate
  • Manage new vendor set ups
  • Manage Dropbox and File Sharing to ensure division documents are uploaded with clear communication to all on links to the assets on SharePoint
  • Local point of contact for the HR team based in NY. Support the local coordination of new hire on-boarding and any other HR related activities/program/policies
  • Ad-hoc projects, as needed
Marketing & Finance Support
  • Manage and process in-market invoices, selling costs, and A&P claims
  • Assist with Nexus Maintenance – execution, accruals, invoice processing, compliance, including American Express marketing expenses
  • POS Vendor Management – production support,  tracking, billing of JVR
  • Assist Division Marketing Associate in developing Digital Marketing and Influencer Plans
  • Assist marketing team with the preparation of the local A&P and local market fund reconciliation
  • Respond to Edrington market requirements by sourcing appropriate marketing support materials (e.g. sales aids, brands histories, videos or CDs)
  • Assist with the South Luxury Transportation Outreach (yacht, private planes, luxury car dealership). Work with team to establish relationships with South Division key city partners
  • Support local team with large scale activations and gather best practices
  • Assist and follow-up with customer service calls
  • Prepare adhoc excel reports for the Commercial Finance Manager and assist with the day to day invoice reconciliations
  • Act as point of contact for division requirements (volumes/launch needs/timings) and for global/local brand related initiatives 

Knowledge, Skills & Core Competencies Required 

  • Bachelor’s degree required
  • 1-2 years of customer service and administrative experience within luxury brands
  • Knowledge of spirits industry beneficial, but not required
  • Must be proficient in Microsoft Office Suite (Excel, PowerPoint, Word)
  • Experience in word processing, file management, record keeping, template creation, etc., required
  • Understanding of basic financial documents
  • Excellent oral and written communication
  • Excellent attention to detail and organization skills
  • Proactive team player with a positive, helpful, can-do attitude
  • Energetic, passionate, and able to work in fast-paced environment
  • Spanish language fluency, a plus
  • Eligible to work in the US
  • At least 21 years of age
  • In this position you should be able to demonstrate the leadership standards (Inspire, Change, Collaborate, Engage and Deliver) within your role on a day-to-day basis

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
  • Pretax parking/commuter benefit
Edrington provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to general legal requirements, Edrington complies with applicable federal, state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.