Job Title: Commercial Administrator
Department: Commercial
Reports To: Head of Sales
Location: Ballybofey
Position Type: Full-time
Version: V1 – 02/09/24
Role Purpose
We are seeking a dedicated and detail-oriented Commercial Administrator to support the Head of Sales, Account Managers, and the wider commercial team in managing key customer accounts, including both own-label and client-label products. The role provides essential administrative support to ensure smooth commercial operations and contributes directly to the success of customer partnerships.
Reporting Line
Reports to: Head of Sales
Measurable Outputs
1. Timely and accurate maintenance of customer account records, including pricing, promotions, and sales data.
2. Successful coordination and administrative support for product launches and promotional activities.
3. Generation of accurate sales and market performance reports for management.
4. Effective communication and resolution of customer queries and administrative issues.
5. Efficient completion of general administrative tasks supporting the commercial team.
Key Roles & Responsibilities
General Administrative Support
* Provide comprehensive administrative support, including diary management, meeting coordination, and minute-taking.
* Assist in preparing presentations, proposals, and other documentation for the commercial team.
* Maintain organised filing systems and ensure easy accessibility of documentation.
* Handle incoming communications, including phone calls and emails, directing queries appropriately.
* Organise travel arrangements and accommodation for commercial team members as needed.
Account Administration & Data Maintenance
* Maintain up-to-date and accurate records for all customer accounts, including pricing, promotions, and sales performance.
* Update and manage internal databases to ensure all commercial data is current.
* Log and communicate customer-specific requirements effectively within the team.
* Monitor and track changes in customer pricing agreements, ensuring accurate implementation.
Product Launch & Promotion Coordination
* Assist in coordinating product launches and promotional campaigns, ensuring all administrative tasks are completed on schedule.
* Support preparation of relevant documentation and track promotional performance.
* Liaise with marketing, production, and logistics teams to align product launches with customer expectations.
* Assist in creating and distributing promotional materials and product samples.
Reporting & Analysis
* Prepare and distribute sales reports, market analysis, and other performance data to support decision-making.
* Provide insights and recommendations based on data trends to assist account management.
* Compile data for internal performance reviews, identifying key successes and areas for improvement.
* Support preparation of business reviews and presentations for client meetings.
Customer Communication & Issue Resolution
* Act as a primary contact for customer queries and administrative support, providing timely, professional responses.
* Liaise with internal teams regarding new orders or changes to existing orders.
* Identify and resolve administrative issues impacting customer satisfaction, coordinating with relevant departments.
* Maintain regular communication with customers to provide updates and resolve routine inquiries.
Person Specification
Essential
* Proven experience in commercial, sales, or administrative support roles.
* Strong organisational skills with excellent attention to detail.
* Proficient in Microsoft Office, particularly Excel, for data management and reporting.
* Excellent written and verbal communication skills.
* Ability to manage multiple tasks, prioritise effectively, and meet deadlines.
* Customer service-oriented with a proactive approach to problem-solving.
Desirable
* Experience within the food and beverage or FMCG sectors.
* Knowledge of order management and customer account coordination.
* Familiarity with CRM or ERP systems.
* Experience supporting cross-functional teams in a fast-paced environment.
* Strong analytical skills with the ability to interpret sales and market data.