Sales Retail Services Coordinator

Overview

Major Functions:

 

The Sales/Retail Services Coordinator provides essential organizational and administrative support to the Sales and Retail Services Department, ensuring effective coordination of projects and daily operations.

This role manages fleet and vendor programs, maintains accurate records, facilitates efficient communication, and supports team scheduling and compliance initiatives to help the department achieve its goals.

 

Hourly Position 

Responsibilities

Responsibilities:

Coordinate and administer the company fleet program for Alex Lee Companies, including maintaining accurate driver and vehicle records.

Monitor vehicle maintenance compliance and manage fleet driver issues related to fuel cards, accident reporting, and maintenance concerns.

Collaborate with the assigned fleet customer care team to ensure all accounts are current and fleet information is accurate.

Review monthly fleet statements to identify non‑compliant transactions and report findings to the Director of Retail Services.

Provide ongoing administrative support for the STARS Program, including plan‑o‑gram authorizations, technical inquiries, and Tier‑1 new item rollouts.

Compile and maintain STARS Program reports and spreadsheets to support tracking, analysis, and vendor communication.

Complete monthly vendor billings and maintain accurate vendor and Fair Share information within internal systems.

Communicate plan‑o‑gram postings and weekly STARS updates to vendors and customers as needed.

Coordinate Sales Department timekeeping, vacation tracking, and weekly scheduling for Sales Directors and Retail Sales leadership.

Prepare and distribute weekly communications to the Sales Team and maintain related tracking templates.

Support the Director of Retail Services by scheduling Cycle STARS meetings and preparing required materials.

Collaborate with Category Management to ensure adequate supply availability for STARS and Sales teams, maintaining and updating the Supply Order Guide.

Maintain email distribution lists for Fleet/Drivers, Sales, STARS, and Vendors in coordination with IT.

Post materials to MDI Extranet and MDI Insight to support communication and program transparency.

Conduct weekly audits of Oracle expenses for MDI sales and office teams.

Prepare weekly vouchers for field sales and merchandising expenses for Souto Foods and Import Mex.

 

Qualifications

Qualifications:

• Bachelor’s degree in business or 3–5 years of relevant office management experience.
• Proficient in typing, ten key, and data entry, strong knowledge of Microsoft Excel and Word.
• Able to handle confidential information with professionalism and discretion.
• Excellent communication, phone etiquette, and interpersonal skills.
• Highly organized, self-motivated, and able to meet deadlines while demonstrating urgency and commitment.
• Results-oriented, efficient, respects company policy and adapts quickly to change.
• Flexible work hours; dependable with excellent attendance, professional appearance, and demeanor.
• Works independently with minimal supervision, anticipates needs, and develops solutions using strong problem-solving skills.

#LI-DNI