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