Wholesales Department Administrative Manager

Location: DC Corporate Office

We are looking for an experienced and exceedingly—organized sales and marketing coordinator for the Wholesale Department to provide the necessary administrative support for its operation.  The successful candidate will become the point of reference for the department. 

General duties include:

  • Coordinating the Wholesale Department team in accordance with management directives.
  • Handling orders, important documents and communicating relevant information while maintaining information confidential and secure. 
  • Maintaining administrative workflows and implementing reporting procedures and cost reductions.  Provide general administrative and clerical support. 
  • Answering telephone calls when managers are traveling, out-of-the office and/or on assignment.  Perform ad-hoc duties as assigned by manager.

Areas of Responsibilities:

New York Sales Office (2-hrs a day)

  • Invoice sales in DTR (Internal System).
  • Develop “proficiency” in EDI.
  • Send invoices to customers, keep track of all invoices, and follow-up with customers to make sure invoices are paid on time.
  • Do all paperwork to get set-up as a vendor with new customers.
  • Route all shipments (this will require in many circumstances filling out detailed forms with various information including case pack, dimensions, pallet information, etc.) with customer’s routing departments, and follow up to make sure that orders are being picked up and that delivery dates are not missed.
  • Keep running spreadsheets of all orders with what is purchased, compared to what is received for each shipment both internally in our warehouse as well as to customers.  Based on these constant changing numbers, update the sell sheets with the correct quantities and provide documentation so that payments to vendors reflect the correct quantities and pricing shipped.
  • Track commission payments to outside sales reps to make sure reps are getting paid, and that we are recording the information in the DT. 
  • Send emails to prospective vendors, follow up from trade shows and call subsequently to make sure they have received information.
  • Email sell sheets to customers and prospects of specific deals we own, and follow-up with them to see if they received and if there is any interest. 
  • Send samples to customers
  • Take pictures and incorporate into a sales presentation
  • Respond to requests from staff in a timely and accurate manner.

Wholesale Sales (2-hrs a day)

  • Track of Labor Metrics
  • Track of Order Board—processing, accuracy and timelines. 
  • Take pictures of merchandise for customers
  • Completes administrative projects as assigned by identifying and implementing new technology and resources; redesigning systems; recommending re-deployment of designated resources. 
  • Drive customers locally when visiting from out-of-town
  • Performs data collection, analysis and reporting to manager for decision making purposes

Nexcom (2-hrs a day)

  • Track of Labor Metrics
  • Track of Order Board—processing, accuracy and timelines
  • Maintains inventory requirements
  • Track of hangers, gaylords and other costs of the program
  • Communicate shipments inventory stock for email campaigns
  • Highly demanding and frequently changing deadlines

Wholesale Warehouse (2-hrs a day)

  • Track of Canadian Labor Metrics
  • Track of Canadian Order Board—processing, accuracy and timelines
  • Keep track of Labor Hours—special projects
  • Maintains inventory requirements
Job Qualifications:
  • Have the ability to focused while working with several business areas a day yet capable of thinking quickly and react to fast-changing situations. 
  • Microsoft Office Suite—Proficient Excel Skills
  • Analytical, customer service and managerial skills are important
  • Ability to work with a demanding and fast pace environment
  • Excellent verbal and written communications skills
  • Spanish speaking is a plus
  • A team associate with high level of dedication with a high positive attitude
  • Maintain positive working relationships with department’s staffs, vendors, customers, associates, accounting and other warehouses.      
  • Have the ability to organize and able to prioritize tasks is vital—as the person will be a shared resource within the department. 
  • BSc/BA in business administration or relevant field
  • Certification equivalence in sales or marketing is suitable
  • 5-8 years of related experience
  • Dependable attendance 7:00a.m. to 4:00p.m. (1-hour lunch) Monday through Friday
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