Sales Administrator

Detailed Job Responsibilities:

Kraft Heinz is looking for a dedicated, organized sales administrator who likes routine based work and is a structured thinker. If you strive to simplify the complex, implement strong and consistent routines, and are details oriented, then this could be the job for you.

In this role you will support the Country Manager, Business Development Manager, and Trade Marketing in Philippines & Hongkong Taiwan to ensure business operations run smoothly. You will get to know the customers in each market as their contact point for, order updates, A&P + Quality claims, AP, AR, pricing maintenance, system uploads, coordinating stickering, team reimbursements, office housekeeping, petty cash, administrative function, local events, product information requests and more.

A typical day for you could look like the following:

In the morning you have your weekly one-on-one with the Business Development Manager (BDM) to update the sales performance. In this meeting, you will organize the outlooks and factors affecting sales for all as inputed by the BDMs of the 3 markets. You will be involved in the both Sell-in and Sell-out tracking, monitoring, and updates that will need updating in the demand planning file.

Before lunch, you will meet with the Country Manager for office administrative items such as: formatting the reports and other cadences, manage calendars and schedules, process reimbursements, book flights for people, review petty cash fund, and track the samples.

After lunch, you will meet with Trade Marketing Manager to align with the upcoming campaigns in the trade and assist in deployment and coordinating with agency and distributor.

In the afternoon you review A&P invoices from the customer claims. You go to your folders to check the amounts that had been approved for the specific activity to ensure the customer is not overcharging. Finally, before logging off for the evening, you open your order status spreadsheet to check the status of all 36 ongoing orders. 3 have had a minor delay and the supply chain team has provided the information as to why. You send this to the customer to keep them updated.

Administrative Support

• Support Business Development Managers on administrative data on sales.
• Support Team in updating of Team's Budgets, D&A, A&P spending, and other optimization.
• Lead in AR/AP collection with all Distributors in monitoring, managing and clearing out claims.
• Liaison with Distributors in any request for samples, products, and leg-work.
• Support in key events and activations.
• Conducts Market Visits – to check deployment and execution.
• Support in Country Manager for reports, reimbursements, and other secretarial requirements (flights/hotels booking, etc.
• Lead in local markets internal team events.

Pricing and Claims Maintenance

• Check prices being invoiced to customers match internal pricing files. Upload new prices into the system.
• Complete and submit internal forms for price approvals.
• Data entry of promotional activities by price level and date.
• Customer contact point for damaged goods claims. Ensure internal departments complete investigations and provide updates to the customer.
• Ensure all claims are processed per contractual requirements, run tracking process for all outstanding commercial and operational claims.
• Review all A&P claims/invoices to make sure they match what was approved in dollars spent and the promotional activities were completed.
• Clean, sanitize, and process claims of distributors for KHC payments.

Reports Generation

• Prepare the demand planning file in preparation for the monthly demand cadence.
• Weekly sales reports.
• Distribution and KPI reports from datasets received from customers.
• Lead in acquiring and creating market relevant data: Price Index, Market Scan, SKU Pricing, etc.
• Markets Relevant – Philippines, Hong Kong, and Taiwan

Orders Execution & Accounts

• Check orders received match values from the demand planning cycle. Follow up with the customer on variances and missing purchase orders.
• Provide updates on order statuses to the customer. Develop a routine in which the updates are provided to increase customer satisfaction.
• Liaise with other Kraft Heinz affiliates internationally to receive documents or information necessary to fulfill orders or new product scoping. Ensure all documents are received before orders arrive at port.
• Advise third party re-labelers of incoming orders, their quantity and timing to ensure a smooth stickering process so the products can be released to the trade as efficiently as possible.
• Support the accounts receivables team on overdue invoices from the customer. Find out the reason for late payment and agree with the customer on when payment will be made.
• Work closely with the customer and accounts payable team to ensure all 'proof of performance' documents have been provided so Kraft Heinz can make timely payments.