CORPORATE SALES ADMINISTRATIVE OFFICER

Become an integral part of the Corporate Sales Department by supporting and enhancing client-specific administrative processes. The Corporate division is a key growth driver, representing 30% of US annual revenue and a strategic focus for the next 5 years. Management is investing in this team with new tools and resources to capture significant commercial opportunities.

You’ll be the backbone of the Corporate Sales team, ensuring smooth administrative operations, accurate order processing, and excellent client service. Your expertise in Salesforce, Gourmet, and the Corporate Catalog will help drive efficiency and support the division’s ambitious growth targets.

REPORTING & TEAM STRUCTURE

• Reports to: Head of Corporate Sales
• Key Contacts: Corporate Sales Specialist, Corporate Sales Teams in France, Japan, and Hong Kong

MAIN FUNCTIONS/DUTIES:

• CRM, ERP & Catalog Proficiency

Become fully proficient in Salesforce (CRM), Gourmet (ERP), and the Corporate Catalog. 

• Receive training in Salesforce to:

  • Create new client profiles (companies & contacts)

    • Manage opportunities and maintain the database

  • Receive training in ERP Gourmet to:

    • Confirm and locate inventory

    • Create quotes and invoices

    • Process multi-address orders, ensuring all components are correct

  • Receive training in the Corporate Sales product assortment

   

• Client Order Management: Create corporate client quotes and manage multi-address orders using established processes and respond promptly to incoming client calls and  emails inquiries

• Supply Chain Coordination : Respond to Supply Chain Team queries about upcoming orders to ensure smooth processing. For large clients, proactively manage replenishment orders a week in advance. Provide production and supply chain teams with forecasts a week before shipment.

• Invoicing for Clients

  • Prepare and process invoices for both new and recurring clients.

  • Handle order preparation, shipment, invoicing, and shipment confirmations for regular clients.

  • Coordinate with the Corporate Team to review and assign responsibilities as needed.

     

• Dunning & Collections Support

  • Support the Corporate Sales Team in the dunning (collections) process.

  • Review progress monthly with the team and accounting manager.

  • Contact clients with overdue invoices.

     

• Order & Goal Tracking: Update the Corporate Team’s tracker with monthly goals, delivered orders, and future orders.

• Database Maintenance: Maintain and update Salesforce and Gourmet databases, including new contacts.

• Client Invoicing & Reconciliation

  • Analyze aging balances and dunning reports; follow up as needed.

  • Invoice current orders through various channels.

  • Prepare commercial invoices for international orders.

  • Reconcile payments with the US accounting manager and HQ finance team.

  • Participate in training and collaborate on aging reports.

  • Assist with Salesforce and Gourmet maintenance as requested.

     

• Client Meetings & Event Support

  • Travel to off-site locations for client meetings and to support corporate events, activations, and pop-ups.

  • Be available for occasional weekends/evenings for trade/vendor shows or customer events.

  • Assist at the boutique level if operational or sales needs arise.

PROFESSIONAL SKILLS 

• 3 years’ sales experience, preferably B2B or relevant brand experience 

• Experience: At least two years of experience in accounts receivable

• Travel requirements: minimum, possibly once per year. 

• Kno