Sales Administrator

Job Description

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 Business Development Managers (Account Managers) for SSEA&HK 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, 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). In the meeting, the BDM shares a promotion that is happening in 4 months’ time, and the accompanying pricing uploads needed to run the promotion. You also discuss arriving shipments that will need stickers applied and you agree the priority list of which products must be stickered first.

Just before lunch the customer emails you are asking for information on a new range that is launching next quarter. You then reach out to your contact in the Indonesian office for the necessary data, as the new products are sourced from Indonesia.

After lunch you have a meeting with the Quality Team and factory to understand the source damage to a shipment of product. Once identified your co-ordinate the claim filing process with the customer.

In the afternoon you review A&P invoices from the customer. 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.

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.

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 pe