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Sales Administrative Assistant

Job title: Sales Administrative Assistant
Contract type: Freelance
Location: Manhattan Beach
Industry: Fashion
Remote: No
Salary: $24.00/hour - $28.00/hour
Reference: 465612
Contact name: Alissa Ochoa

Job description

Our client, a renowned apparel and footwear brand, is seeking an Administrative Assistant to support their National Sales Manager and Domestic Sales team.

Location: South Bay (On-site)
Contract Duration: 6-8 months
Rate of Pay: up to $28hour/DOE 

Essential Job Responsibilities:

Support to National Sales Manager, Kids Division:

  • Download, format, and distribute Weekly Sell Thru Reports.
  • Understand and interpret Sales Reports.
  • Collect and upload expense receipts, input details, and submit expense reports via Concur.
  • Separate and distribute weekly Customer Top Tier Reports by account.
  • Submit weekly Travel Calendar details through the Travel Calendar App.
  • Manage contact details; maintain and update Major Account List, Independent Account List, and electronic mailing lists; conduct research as approved.
  • Assist with conference calls (notification, participation, recording, and note-taking).
  • Generate and submit Spending Approval Reports via the Spending Approval App.
  • Submit Travel Requests via the Travel Vortal.
  • Update and distribute weekly Close Out Reports.
  • Collect, compile, and distribute Account Prep Reports.
  • Maintain archives for Account Recap Memos, Account Recap Style Detail Worksheets, and Cancellation Forms.
  • Request hardware/equipment approvals and submit via the Service Portal.
  • Complete Job Requisition Forms.
  • Submit Time Off Requests via SkechForce (Kronos).
  • Collect, compile, and distribute Call Reports.
  • Assist with ad hoc requests.
  • Provide general support to designated sales divisions.

Weekly Report Coordination:

  • Maintain and enforce Weekly Report policies, procedures, deadlines, and distribution.
  • Archive all current and past reports, approval documents, and policies/procedures.
  • Manage reminder, distribution, and deadline lists; send reminders regarding deadlines and changes.
  • Ensure reports are collected and distributed on or before deadlines.
  • Collaborate with Office Services to ensure timely delivery of reports.

Additional Support:

  • Compile and distribute Retail Top SKU/Style Reports.
  • Support the domestic sales division with various duties, special projects, and assignments.
  • Participate in sales conferences, trade shows, and special events (light travel involved).

Additional Responsibilities:

  • Perform additional tasks as required by management.

Job Requirements:

  • Exceptional interpersonal, verbal, and written communication skills.
  • Excellent organizational and time management skills with the ability to handle multiple projects simultaneously in a fast-paced environment.
  • Strong attention to detail and deadlines; excellent follow-up skills.
  • Self-motivated and results-oriented, with a demonstrated aptitude for problem-solving.
  • Professional image and behavior; ability to maintain a positive work environment.
  • Physical ability to stand for long periods, bend, kneel, use a step stool/ladder, and perform light lifting/carrying; answer incoming calls.
  • Availability to work nights, weekends, and holidays as needed; light travel required.

Education and Experience:

  • 2+ years of progressive experience as an administrative assistant or coordinator, including support of multiple managers and concurrent project coordination.
  • Proficient in Microsoft Office (Excel, Outlook, PowerPoint, Word) and able to learn additional/proprietary software/programs.
  • Preferred knowledge of business analytics and retail math.
  • Experience with Concur software.
  • Typing speed of 50+ WPM.
  • Bachelor’s degree in business, communication, marketing, or a related field is preferable.
  • Experience in the wholesale footwear/apparel industry is preferable.
  • Valid driver’s license and a clear driving record.
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