The Ghirardelli Sales Support Specialist- Sales Samples role is an integral multifaceted role that supports the Wholesale Selling team by managing the Sales Samples process and team and planning and coordinating meetings. This position will remain up-to-date on new product development, and collaborate on customer requirements and timelines. The role requires working with other departments as well as outside vendors who provide components for samples, then overseeing the fulfillment and shipment of the orders with the Sample Room Team. This role requires a high level of organization, people management, timeline management, and the ability to address issues and find solutions when they arise. Another key facet to this role is meeting and event coordination, trade show preparation and support, and ongoing project and task management responsibilities. The role has responsibility for monitoring and addressing budgetary concerns to the appropriate personnel in regards to the Sales Samples.

Sales Sample Management

• Oversee the Sample Process supporting the Wholesale Sales team to ensure company business priorities are met through timely and accurate sample order fulfillment
• Use Customer Service experience and skills to act as a thought leader who knows when to push forward or back
• Evaluate pending Sample Requests and coordinate with Cross Functional team members securing product, materials, supplies, or other necessary items are received by the sample team required for order fulfillment
• Organize and coordinate multiple stakeholders to ensure sample expectations are met
• Anticipate sample needs for the company through on going engagement with marketing, creative, R&D and customer service gaining visibility to pipeline innovation and working to have samples available at the time items are needed
• Maintain proper inventory levels and evaluate stock needs for the Sales Sample Room to reduce and prevent order shorts
• Be the administrator for a proprietary eCommerce site used for Sample Order submissions. Mange back end of the site including adding and removing products, addressing inventory concerns, processing orders, and leading all system upgrades or issues with a 3rd party designer ensuring the user experience is premium
• Manage the Sales Samples Budget in coordination with Sales Support Supervisor
• Run reports and analyze data from Sample site providing reports to senior management
• Provide support to the entire company for any product needs

Sales Strategy Team / Wholesale Sales Team Support

• Act as the onsite contact for off-site Sales Team Members and customer Headquarter visits coordinating meeting schedules, executive attendance, chocolate school and plant tours and meals
• Provide technical support for Sales Team including setting up and troubleshooting AV needs for web based and in-person meetings while in company headquarters
• Coordinate travel for Vice President of Sales as needed
• Lead Accounts Payable tasks including coding invoices, creating Purchase Requisitions, and completing expense reports
• Manage the Wholesales Sales Team Calendar coordinating meetings (averaging 3/weekly) which includes understanding the dynamic attendee list that varies by meeting topic, and insuring availability from the correct key attendees

EDUCATION AND EXPERIENCE

• College degree - Bachelors Degree preferred
• 2-4 years’ experience in a professional executive office environment
• Customer service experience
• Must be detail oriented with strong time management and organizational skills
• Set priorities and to work independently and effectively in a team environment
• People management experience preferred
• Ability to work collaboratively cross-functionally
• Ability to influence without authority
• Quickly assess and professionally resolve technical and logistical issues in high pressure situations
• Be creative and flexible as projects dictate
• Excellent interpersonal, verbal and written communication skills
• Comfortable acting and speaking professionally with high level executives and customers
• Learn and quickly navigate systems
• Ability to develop and implement action steps and follow through
• Intermediate to advanced Excel, Word, PowerPoint, MS TEAMS, DevEx, Concur, SAP, online commerce store (Big Commerce, Magento) and Outlook skills
• Flexible and able to work onsite at more than one office and remotely

Some examples of working conditions:

• Occasionally required to lift and/or move up to 25 pounds
• Required to regularly sit
• Must be able to work seated or standing for at least 8 hours
• Must be able to concentrate for extended periods of time paying close attention to detail
• Must be able to travel up to 25% of time
• Works in a regular office environment

Pay: $68000-$85000 / year