Sales & Marketing Coordinator

The successful applicant will be responsible for providing business co-ordination and support to the Sales (Retail & Commercial) and Marketing Teams to ensure efficient workflow and proper communication between the Sales & Marketing Departments and stakeholders.

Job Summary

The successful applicant will be responsible for providing business co-ordination and support to the Sales (Retail & Commercial) and Marketing Teams to ensure efficient workflow and proper communication between the Sales & Marketing Departments and stakeholders, and to ensure the efficient functionality and coordination of the Departments’ activities.

 Key deliverables will include but not limited to:

 SALES SUPPORT

• Assisting the sales teams as necessary at any phase of sales efforts.
• Receiving monthly statements for Dealers/Operators from the Credit department and distribute to RAMs.
• Preparing monthly report for generation of invoices for license fees, AMB facility rental and other non-fuel rentals, and distributes these invoices to the relevant RAMs and marketing personnel.

• Providing support for sales initiatives & data management which includes but is not limited to the gathering of sales data, the generation of specific sales reports, and the tracking of data such as operating expenses.
• Coordinating the Contract Management Process which includes maintaining accurate record of contract status for each Service station/Commercial customer/Fleet/Non-fuel customer, filing copy of each contract with insurance (where relevant), licence and permits; following- up with RAMs/CAMs to ensure Dealers/customers comply with obligations relating to fuel consumption, insurance requirements, licences and permits;  Monitors expiration, renewal, termination of Company contracts and changes in applicable fees and initiate monthly/quarterly notifications to RAMs/CAMs.
• Preparing sales and marketing reports to include weekly management report as well as flash figures
• Assisting with the preparation of tender documents for timely submission
• Liaising with overseas suppliers
• Monitoring the sales of all controlled products to customers and maintaining records for inspection by the Ministry of Health (i.e. IPA and acetone).
• Assisting with sales functions as directed by the Retail and/or Commercial Managers.
• Preparing and sending out weekly price changes to Commercial customers
• Providing collection support by collaborating with the RAMs, CAMs, Credit Department, Operations and Archivist to locate the required documents and reconcile customer accounts.

• Providing archiving support by developing and maintaining a systematic filing system for the contracts, licenses, permits, correspondences etc.  to allow for quick retrieval of information; Arranges for old files to be sent to storage; Keeps track and update on documentation including leave, training and others
• Coordinate Retail processes (act as a hub) such as wet stock management, dealer performance management programme, mystery motorist programme, dealer rewards programme etc.
• Maintain up-to-date commercial/fleet customer data base

 MARKETING SUPPORT

• Assisting the marketing team as necessary at any phase of marketing efforts.
• Evaluating market information and preparing reports as required for management and sales staff.
• Assisting with organizing market research.
• Employing marketing analytics techniques to gather important data (social media, web analytics, rankings etc.)
• Assisting in the organizing of promotional events and traditional or digital campaigns and attend them to facilitate their success
• Supporting marketing planning, execution and appraisal processes

 SPECIAL PROJECTS

• Providing day to day oversight for the company operated sites or select CODO/ DODO sites as required
• Coordinating Dealer selection process which includes sorting of applications, scheduling of interviews, documenting of results, communication with candidates, scheduling orientation sessions for new dealers
• Assisting with the coordination of company sponsorship programs
• Coordinating Operations and HSSE training seminars for Retail and Commercial customers
• Coordinating other special projects as directed by Retail or Commercial Managers 

 Skills & Attributes

• Working knowledge of Retail Network operations
• A high level of accuracy and initiative
• Possess good time management skills
• Be able to work under pressure situations and meet deadlines
• Display a high level of professionalism and integrity
• Ability to maintain strict confidentiality

• Good understanding of office management and marketing principles
• Demonstrable ability to multi-task and adhere to deadlines
• Well-organized with a customer-oriented approach
• Exquisite communication and people skills

 Qualification & Experience

• Minimum first degree in Business Administration, Sales, Marketing  or related discipline
• Minimum three (3) years experience in a sales & marketing function