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Administrative Assistant

1 month ago

Marlborough, United States Ken's Foods Full time

Ken's Foods, manufacturer of Ken's Salad Dressing and Sweet Baby Rays, is a dynamic company, family-owned and -operated since 1958. With four manufacturing plants strategically located, we employ over 1200 people throughout the U.S. We use high-quality ingredients to produce over one thousand varieties of dressings and sauces for both retail grocery and food service divisions.

SUMMARY

The Administrative Assistant for Retail Sales provides essential support to the Retail Sales Team, including the President, Vice President of Retail Sales, Retail Marketing/Brand Managers, Retail Finance Manager, and other members of the Retail Team. This role also collaborates with Brokers and Customers, ensuring smooth coordination with other departments.

Essential Duties and Responsibilities include the following:

Administrative Support:

  • Assist the Retail Office Supervisor with administrative tasks.
    • Answer telephone calls with professionalism and proper etiquette.
    • Draft memos and correspondence using Microsoft Word.
    • Create and maintain spreadsheets using Microsoft Excel.
    • Manage and distribute company office supplies.
Sales Support and Reporting:
  • Update and maintain internal PowerBI reports daily.
    • Generate daily sales numbers and shortage reports using Microsoft Access and distributes as needed.
    • Runs monthly Circana syndicated reports, including Share Books.
    • Fields Sales Circana Share Books.Runs Trade spending report for President.
Marketing Support:
  • Monitors digital executive of our brands and competitive brands on top 10 customer websites
    • Process sample orders.
    • Proofread and process product labels.
    • Manage retail coupon inventory and rack inventory.
    • Manage promotional products (tee-shirts) etc.
Financial Support:
  • Assist in financial reporting and data collection for retail operations.
    • Weekly Inmar Invoice processing (Excel)
    • Monthly Inmar Payment Tracking (Excel, PowerBI, Expense Reconciliation)
    • Marketing Invoice Payment Tracking to Budget (Excel, Good communication and follow-up with Mktg Dept)
    • Marketing Expense Account Reconciliation (Excel, PowerBI)
Customer-Related Support:
  • Update and compare Global Export Billback Reports with internal reports.
    • Manage Trisan Foods shipments, including entering POs, updating reports, and creating invoices.
    • Manage Elementum incidents (product shorts and overages) by researching, assigning, approving, and following up with relevant departments.
    • Maintain the Global Data Synchronization Network (GDSN).
    • Process routing information for key accounts like Target and Big Lots.
Field Team Support:
  • Handle product returns, OS&D (over, short, and damaged), and quality issues.
  • Manage retail coupon inventory and rack inventory.
  • Product Sample Management:
    • Manage new item samples including entering request into the portal, tracking by manager and customers, for new items pouring and labeling.
  • Create presentations using Microsoft PowerPoint for conferences, sales meetings, and customer meetings.
ESSENTIAL QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience

Associate's degree (A.A.) or equivalent from a two-year college or technical school; or six months to one year of related experience and/or training; or an equivalent combination of education and experience.

SKILLS AND ABILITIES
  • Proficient in Microsoft Office, especially Word, Excel, and PowerPoint, with the ability to learn new programs and sales systems.
  • Strong organizational and analytical skills, with a keen attention to detail.
  • Ability to multitask and prioritize effectively in a fast-paced environment, with minimal supervision.
  • Demonstrated ability to meet deadlines under pressure.
  • Comfort working with numbers.
  • Strong telephone communication skills.
  • Ability to handle confidential material with discretion.
  • A team player with a "can-do" attitude and willingness to accept feedback.


Employment with Ken's Foods is contingent upon successful completion of a drug test, background screening, and pre-employment assessment.