Role: Sales Coordinator
Department: Sales UK Independents – Wholesale & Distribution
Working Pattern: Field + Office Based (Croxley Business Park – Watford)
About Us
Vibrant Foods is one of the largest South Asian food groups in Europe.
Vibrant Foods’ family of brands have been present on the shelves of supermarkets and in household kitchens for decades. As trusted manufacturers of world foods, we serve up authentic flavours from around the globe by responsibility sourcing the finest produce from suppliers. With a proud history and heritage, our passion for food infuses everything we do. At the heart of our business, is a constant quest to discover the most authentic quality ingredients in their purest form.
Role Purpose
The role will be accountable for:
We are looking for a detail-oriented and proactive Sales Coordinator to join our dynamic team. The successful candidate will play a pivotal role in supporting the Head of Sales - Distribution and Wholesale, collaborating with National Account Managers, customers, and internal teams (such as Finance, Warehouse, Logistics, and Customer Service) to ensure smooth operations within the Commercial department.
Role Description
* Provide administrative support to the Head of Sales – Wholesale & Distribution and National Account Managers.
* Facilitate communication and coordination between various departments, including finance, warehouse, logistics, and customer service, ensuring timely and accurate information flow.
* Assist in the preparation of sales reports and data analysis using Excel.
* Monitor and track customer orders, ensuring smooth order processing and delivery.
* Support with managing customer queries and provide effective solutions.
* Assist with the preparation of sales presentations, proposals, and other documents as required.
* Ensure adherence to customer timelines and contribute to the achievement of sales targets.
* Weekend work will be required, so flexibility is essential.
Key Deliverables:
1. Effective Administrative Support
* Deliverable: Timely and efficient administrative assistance to the Head of Sales – Wholesale & Distribution and National Account Managers, ensuring that all tasks, reports, and communication are completed with accuracy and within deadlines.
* Measurement: High satisfaction from the Head of Sales – Wholesale and Distribution and National Account Managers based on the quality and timeliness of support provided.
2. Smooth Cross-Departmental Communication
* Deliverable: Facilitate smooth and consistent communication between departments (Finance, Warehouse, Logistics, Customer Service) to ensure the timely flow of information and alignment on customer orders, logistics, and other operational matters.
* Measurement: Positive feedback from internal departments regarding the clarity and accuracy of information provided and the effectiveness of coordination.
3. Sales Reports and Data Analysis
* Deliverable: Preparation and analysis of sales reports using Microsoft Excel, including pivot tables, formulas, and data analysis to support decision-making and identify trends.
* Measurement: Accurate and insightful sales reports delivered on time to assist in planning and performance tracking.
4. Order Tracking and Delivery Management
* Deliverable: Monitor and track customer orders to ensure on-time delivery and resolve any issues that may arise during the order fulfilment process.
* Measurement: Timely and accurate order processing, with minimal delays or errors in deliveries.
5. Customer Query Resolution
* Deliverable: Respond promptly and professionally to customer queries, providing effective solutions and maintaining strong customer relationships.
* Measurement: High customer satisfaction ratings and resolution of issues within set timeframes.
6. Sales Presentation and Proposal Support
* Deliverable: Assist in the preparation of sales presentations, proposals, and other documents to support the sales team in securing new business or maintaining existing accounts.
* Measurement: High-quality, professional documents and presentations that contribute to sales success.
7. Adherence to Customer Timelines and Sales Targets
* Deliverable: Ensure that all customer timelines are met, contributing to the achievement of sales targets and helping to maximize revenue growth.
* Measurement: Meeting customer deadlines consistently and achieving or exceeding sales targets.
8. Weekend Availability and Flexibility
* Deliverable: Be available to work on weekends as required, providing flexibility to meet business needs and support sales activities.
* Measurement: Reliable attendance and availability during weekends, ensuring no disruptions in operations.
9. Problem-Solving and Initiative
* Deliverable: Proactively identify and resolve issues before they escalate and suggest improvements to enhance operational efficiency.
* Measurement: Fewer escalated issues, proactive solutions presented, and positive feedback from colleagues.
10. Confidentiality and Professionalism
* Deliverable: Handle sensitive information with the utmost confidentiality, ensuring all data is managed in compliance with company policies.
* Measurement: No breaches of confidentiality, demonstrating professionalism in all dealings with sensitive data.
Person Specification
Qualifications and Experience
* Educational Qualifications:
o A minimum of A-levels or equivalent qualification. A degree in Business, Sales and Marketing, or a related field is preferred, though not essential.
* Relevant Experience:
o Proven experience in a sales support, administrative, or coordination role, ideally within an FMCG (Fast-Moving Consumer Goods) environment or a related sector.
o Experience working in sales, distribution, or wholesale operations is advantageous but not mandatory.
o Familiarity with or experience in the food distribution and wholesale market is a plus.
Skills
* Microsoft Excel Proficiency:
o Strong command of Microsoft Excel, including experience with pivot tables, formulas, and data analysis to generate sales reports and support decision-making.
* Communication Skills:
o Excellent written and verbal communication skills with the ability to convey information clearly and professionally across different teams and external stakeholders.
o Ability to work effectively within a team and communicate with individuals at all levels of the business, from senior management to operational staff.
* Organizational and Multitasking Skills:
o Exceptional organizational abilities with a keen attention to detail.
o Demonstrated ability to manage multiple priorities simultaneously and meet tight deadlines in a fast-paced environment.
* Problem-Solving:
o A proactive approach to identifying and solving problems with effective and timely solutions.
* Customer Service:
o Ability to handle customer queries with professionalism and efficiency, ensuring customer satisfaction and maintaining strong relationships.
Personal Attributes
* Proactive and Self-Motivated:
o A proactive, can-do attitude with the ability to work independently and take ownership of tasks.
o Self-motivated and driven to achieve objectives, with the ability to work without direct supervision.
* Team Player:
o Strong interpersonal skills and the ability to collaborate effectively with colleagues across different departments (e.g., Finance, Warehouse, Logistics, Customer Service).
o Willingness to support team members and work collectively to achieve common goals.
* Attention to Detail:
o A meticulous approach to work with a focus on accuracy and ensuring high standards are maintained in all tasks and communications.
* Professionalism and Confidentiality:
o A high level of professionalism, with the ability to handle sensitive information with discretion and integrity.
o Ability to maintain confidentiality when dealing with internal and customer data.
Additional Attributes
* Flexibility:
o Willingness to work outside regular office hours, including weekends, to meet the needs of the business.
* Ability to Work Under Pressure:
o Resilient and calm under pressure, with the ability to prioritize tasks and remain focused even in challenging situations.
Cultural Fit
* A passion for working in a fast-paced, dynamic environment with a growth mindset.
* A strong alignment with the company values, demonstrating an enthusiasm for contributing to the growth of Vibrant Foods and its portfolio of brands.
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