Program Logistic and Reporting Coordinator

Job Title:                    Program Logistics and Reporting Coordinator

Reports to:                Account Manager

Job Summary

Responsible for logistical and administrative program support including but not limited to reporting services, oversight on shipping and inventory logistics, field administrative support, mapping and creating representative schedules, creating and maintaining compliance reports,  etc. The goal of the program is to ultimately meet all of the needs of the Premium client and retailer program partners including but not limited to increasing product knowledge, awareness and ultimately sales.  Position is based out of our Chesterfield, MO Corporate Offices.  We offer a full benefits package and a fun and fast paced work environment!

Job Requirements/Duties

·         Works with Account Manager to effectively create program set-up in our proprietary Q-Trax reporting system and ensure that all critical pieces of program reporting needs are met.

·         Creates and maintains store lists and uses mapping software, MapPoint to route territories and manage mileage expenses.

·         Works directly with field teams to ensure that logistical needs are met including assignment support, and coordination of representative administrative needs.  

·         Works directly with Account Manager and field management to ensure the field roster is kept up to date and additional field personnel needs are identified.

·         Creating and maintaining compliance reports by pulling information from the Q-Trax system.

·         Reporting is a critical piece. Reports to be read and issues addressed, they include but are not limited to: Issue and comment reporting, merchandising information, sales reports, quality compliance reports, execution compliance reports, sales reports, exception reports, etc.

o        Works directly with the Account Manager to ensure weekly summary reports are received by field management (including pictures and critical information of compliance, Good News, challenges, scheduled trainings etc)… no later than Sunday at midnight. 

·         Deployment programs are critical and as such the Program Logistics and Reporting Coordinator is responsible for attending daily calls and updating master files as well as reorganizing and scheduling the team to successfully execute as per plan.

·         The Program Logistics and Reporting Coordinator is responsible for ensuring all projects and expenses including hours and travel are billed to the correct purchase order. This requires setting clear expectations of our field teams so that we meet both the quality and quantity execution requirements of our clients.

·         Works in conjunction with the Account and Training Management to ensure that all representatives are fully trained at all times. Must identify any additional training needs to the training manager.

·         Has daily / weekly communication with the Account Manager and field management to ensure that all reports and time sheets are completed within the timeframe required, ensure ongoing development and proficiency, problem solve with reps, help identify opportunities, review reported findings, etc.

·         Identify any client, retailer or Premium needs that have not been met that may affect program goals being achieved.

·         Attends weekly planning / review conference calls as requested.

·         Travel to manufacturer or other locations as requested, expectation however is no more than 4 x a year for any travel outside of Premium corporate location.

Minimum Qualifications

• High School Diploma required - Bachelor Degree preferred 
•  2+ years retail/sales/training/merchandising and/or account management support experience
• Be computer literate with a thorough knowledge of PDF files, MS Excel, Word, Outlook and PowerPoint. Reporting, sales tracking, compliance reports will be Excel based and a thorough understanding of excel is needed. A full understanding of V-lookup formulas, filters, pivot tables, formatting etc is required. Must have previous experience in creating and maintaining reports through use of Excel and Power Point.
• Applicants must pass an Excel quiz that will include both standard and advanced requirements.
• Excellent written skills and e-mail correspondence required.
• Awareness of field execution compliance, reporting, etc. is desired.
• Be forward thinkers and problem solvers going above and beyond the requests of the manufacturer or the retailer. Although subjective this is a critical piece. The Program Logistics and Reporting Coordinator must have the mentality of going above and beyond the scope of the project.
• Program Logistics and Reporting Coordinator should be a self starter and be able to schedule time effectively. Prior experience of working on programs that are flexible is a plus.
• Program Logistics and Reporting Coordinator must be available on the occasional weekends / evenings and a flexible schedule is desired to allow for changes throughout the program. No more than 40 hrs per week will be requested.

Metrics for Accountability:

1.       Weekly Reports – Time accounting, Call Log, weekend summary reports with pictures.

2.       Compliance of in-store execution – accountable for making sure programs are completed at or above Premium Retail’s minimum standards.

3.       Creative ideas shared and implemented.

4.       Feedback from manufacturer, training mgmt and field management will be monitored periodically.

5.      Manufacturer reporting will be monitored and evaluated periodically.