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Administrative Coordinator

2 months ago

Fort Wayne, Indiana, United States Do it Best Full time
About the Role

The Administrative Assistant (Merchandise Coordinator) provides critical support and customer service to the Merchandise Division, serving as a liaison between the Merchandise Manager, members, and vendors. This role involves assisting on various projects and interacting daily with members and vendors to gather information, expedite, and complete tasks. Excellent customer service is provided to members, vendors, and colleagues through answering phone and email inquiries.

Key Responsibilities
  • Member Support: Answer product questions, assist with ordering issues, and send requested materials such as product samples and consumer rebates. Coordinate relays, sample orders, and bin tag requests.
  • Vendor Collaboration: Gather product information and images, coordinate market invitation processes, and enter vendor information into vendor portal forms. Support vendors using the portal, create and submit vendor debits/billings, and expedite and complete projects.
  • Content Management: Gather content and use various tools to communicate with members and vendors. Manage updates, enter program specials into VIMS, submit department-specific communication pieces, and review and process vendor debits for truck mail literature.
  • Inventory and RSC Support: Provide product dispositions and Return Goods Authorizations (RGAs), perform stock checks, and run and review department queries. Investigate and resolve UPC, order multiple, and other item issues, and investigate and resolve product questions from RSC staff.
  • Promotions Support: Gather sales submittals, product sample requests, and consumer rebate pad requests. Distribute and file sale confirmations and track competitor ads/promotions.
  • Market Support: Sequence sheets and market invitations, initiate market bulletins, collect and review drop ship order forms, and coordinate gathering of department market drop ship forms for placement on. Review market bulletins, review/follow-up on vendor information, and create/manage electronic tracking spreadsheets for market. Bill vendors for market-related activities.
  • Product and Catalog Support: Provide product image requests, cut and descriptions, proof catalog pages, assign SKU numbers, and provide accounting-related support. Process member and vendor debits and credits, process check requests, and perform general support functions such as maintaining various files and ordering office supplies.
Requirements
  • High School graduate
  • Must be computer proficient, especially with Excel and Word
  • Desired: Post-high school education/training, proficiency with Google Workplace
Skills and Abilities
  • Excellent verbal and written communication skills to enable effective, results-oriented communication via telephone and email
  • Above average customer service and problem-solving skills
  • Excellent organizational skills
  • Ability to work on multiple projects by successfully prioritizing to meet deadlines
  • Ability to quickly 'change gears' to respond to changes in priorities
  • Working knowledge of office equipment such as fax machine and copier
  • Desired: Ability to use a computer keyboard to efficiently enter text and data
Benefits
  • Full insurance benefits package including Medical, Dental, & Vision
  • Paid time off to foster work/life balance
  • Profit sharing
  • Bonus Pay opportunities
  • Retirement funding opportunities
  • Education reimbursement
  • Health club reimbursement
  • Career advancement opportunities