Admnistrative Coordinator

Job Purpose

This position is responsible for providing high-level administrative support to the Sr. Vice President & Managing

Director, International Trade Operations, ITO staff and Distributors. The position also performs routine clerical

functions such as drafting and preparing correspondence, receiving visitors, arranging conference calls,

maintaining files, and processing reports.

Duties & Responsibilities

• Adheres to company policies, and presents a professional, positive attitude always.
• Screen incoming phone calls to VP, schedule appointments, maintain department calendars, and prepare correspondence, minutes of meetings, and reports.
• Maintain General Automotive aftermarket data to support international sales and marketing programs and assist in the ongoing development of Company strategic plan.
• Prepare reports on sales and related distributor/customer activity, and assist in the creation and use of surveys to assess product demand, channel requirements, etc.
• Coordinate with PMO, Marketing, Compliance, Customer Service and other teams as needed to support ITO projects and programs.
• Correspond with Distributors, Customers, and Agencies on a regular basis to gather information, field questions and concerns, schedule BG staff visits, update contact information and territory maps, etc.
• Process monthly credit card receipts for ITO staff, manage expense reports for Distributor billing, etc.
• Maintain internal records of Distributor agreements, legal matters, and other department business.
• Assist in development and deployment of BG Protection Plans, coordinating with Courtesy Claims Management.
• Prepare scheduled reports (e.g., month-end sales, Distributor rankings, price list updates, and related reports for Distributor and internal use), and assist with preparation for Board of Directors meetings, etc.
• Assist with year-end review and report generation, Convention, service award, trade show and other programs as needed. Send service list request to Distributors each year for service awards.
• Prepare materials for shipping and/or marketing as needed, including special orders, sales and marketing briefs, ITO Blend’r copy, etc.
• Support, schedule and/or arrange workshops, customer appreciation events, trade shows and lead follow-up, luncheons, etc., and support other departments during event preparation, or other needed occasions, when available and as requested.
• Other duties as assigned.

Qualifications

• High school graduate with general administrative experience and proven work ethic.
• A minimum of two (2) years’ successful office experience is required.
• 1 – 3 years of sales and industry related experience preferred.
• International business, travel, and related experiences preferred.
• Valid driver’s license required.