Sales Support & Facilities Coordinator

Job Purpose:

We are seeking a detail-oriented and proactive Sales Support & Facilities Coordinator to join our team at Kobayashi Healthcare International. This role plays a crucial part in supporting our sales team and ensuring smooth operations of sales administrative tasks. The role also encompasses the responsibility of building maintenance management. The ideal candidate will possess excellent organizational skills, strong attention to detail, and the ability to thrive in a fast-paced environment within the pharmaceutical industry.

The significant responsibilities of the position are listed below. To perform the job successfully, the individual must be able to execute each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Other duties, assignments and specific projects may be assigned at the discretion of management.

Duties and Responsibilities

Sales Support:

• Assist the sales team with administrative tasks such as preparing sales reports and commission reports.
• Handle inquiries and provide information to customers and internal stakeholders regarding products, pricing, and availability.
• Process and synchronize item data in 1 World Sync database

Order Processing:

• Process sample orders accurately and in a timely manner using the company's ERP/UPS systems.
• Coordinate with logistics and warehouse teams to ensure timely delivery of orders to customers.
• Resolve any issues related to orders and shipping

Customer Relationship Management (CRM):

• Assist in tracking sales activities and analyzing sales data.
• Ensure CRM data accuracy and completeness to support sales reporting and decision-making.

Inventory Management:

• Monitor on site sample inventory levels and assist in coordinating inventory replenishment with the supply chain/customer service team(s).
• Generate inventory reports and assist in inventory audits as needed.

Administrative Support:

• Provide general administrative support to the sales team, including managing correspondence, organizing sales materials and sales samples.
• Assist in preparing and distributing sales contracts, agreements, and other documents.
• Process office supply requests

Building Maintenance Management

• Maintain Niles Building maintenance files and schedules
• Coordinate building maintenance projects with outside vendors

Compliance and Documentation:

• Ensure compliance with company policies, procedures, and regulatory requirements.

Assist in maintaining sales documentation and records in accordance with internal guidelines and regulatory standards.

Preferred Qualifications:

• Minimum of 5 years of experience in sales support or administrative role, preferably in the CPG industry
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint)
• Knowledge of Sage X3/SEI software a plus
• Strong working knowledge of 1WorldSync and data synchronization processes
• Strong organizational skills with the ability to multitask and prioritize workload effectively.
• Excellent verbal and written communication skills.
• Detail-oriented with a high level of accuracy in data entry and record-keeping.
• Ability to work independently as well as part of a team in a deadline-driven environment.

Working Conditions/Physical Demands

• Normal office working conditions
• Requires long periods of sitting and computer usage.
• Repetitive usage of keyboard and mouse

Occasional lifting of file boxes, typically up to 25 pounds.