Sales Coordinator
BioWorld USA Inc
POSITION OVERVIEW The Sales Coordinator works within a fun and fast-paced sales environment. The selected individual will work closely with our National Account Sales Managers on an array of projects, ranging from Sales to Preproduction Management and Buyer interaction. Serves as the AI-enabled operational and analytical partner to the Sales team. ESSENTIAL DUTIES Communication and Coordination with Retail Partners:
- Send retail buying teams product catalogues and presentations via email.
- Prepare product New Item Set Ups and/or Quote Sheets with guidance from supervisor.
- Manage retailer's e-comm copy and product spec requests. Pass our information to their teams.
- Attend meetings with retail partners either in person or virtually. Responsible for taking complete notes that will be shared within the company.
- Submit all packaging to retailer FTP portals for their approvals. Communicate any changes that they require to our internal design teams.
- Provide retailers art for in store marketing. Work with internal teams and manage files.
- Prepare and submit Sales Quotes accurately and on time using approved automation for data capture, field population, and validation.
- Prepare cost sheets for supervisor review
- Cross-check incoming orders for completeness, pricing, quantity, packaging, ship/cancel dates, and delivery requirements; investigate exceptions flagged by AI or workflow rules.
- Maintain Purchase Order Logs and Internal Order Logs, with automated updates where available and human review of material changes.
- Coordinate current production-order issues between Account Services and NASM/SA teams and maintain a clear record of decisions and owners.
- Work with internal partners to confirm final costs and delivery timing; escalate mismatches to supervisor and internal teams and follow-up for resolution.
- Manage recurring selling reports and account-performance tracking using governed data sources and approved AI tools.
- Highlight exceptions, material changes, missing data, margin concerns, and recommended questions for the NASM/SA rather than forwarding unfiltered data.
- Prepare sales-meeting materials that are concise and accurate.
- Manage and track pre-production, production, post-production, TOP, licensor, and retailer sample requests.
- Prepare and log samples for shipment to retailers. Sample management including lifting of boxes, assisting in packing meeting samples.
- Manage sample room space and keep within allocated area.
- Use automated reminders and status monitoring to identify late samples, missing approvals, and upcoming deadlines.
- Track licensing approval status and communicate issues to NASM/SA before and during order placement.
- Schedule, prepare for, and attend IOL or licensing meetings; use AI-assisted recaps to document decisions and action items after review.
- Serve as the operational connection among Sales, Brand, Marketing, Product Development, Production, Licensing, Account Services, and Compliance.
- Use shared AI-enabled workspaces to organize documents and maintain current status without duplicating manual trackers.
- Support customer meetings, presentations, showroom preparation, sample handling, and pre-PO coordination.
- Maintain approved account templates, standard operating procedures, reporting definitions, and prompt libraries.
- Ensure source documents, meeting notes, approvals, and key decisions are stored in the correct shared location and can be retrieved efficiently.
- Identify duplicate data entry and repetitive coordination work and recommend automation opportunities.
- Monitor automated workflows and correct failures, missing fields, and inaccurate outputs.
- Build proficiency in approved AI assistants, sales analytics, Business Central workflows, presentation tools, and collaboration platforms.
- Develop stronger analytical judgment so routine reporting evolves into proactive risk and opportunity support.
- Share effective workflows with peers and help document repeatable best practices.
- The Sales Coordinator may prepare, automate, validate, and summarize work, but does not independently set pricing, negotiate commercial terms, commit to customer dates, or change account strategy.
- Material exceptions and customer-facing decisions must be escalated to the Director/NASM/SA or appropriate leader.
- AI-generated reports and messages require human review for data accuracy, context, tone, confidentiality, and commercial impact.
- Only approved systems and AI tools may be used for Bioworld, customer, licensor, factory, and employee information.
- Experience in inside sales support / customer service / coordination. Ideal candidate has retail/wholesale experience in an apparel and/or accessories environment.
- Use of business management software and/or a professional retail user portal (ex. Retail Link, Centric and Business Central is a plus, but not required).
- Proficient in Microsoft Office Products, primarily Excel (REQUIRED), Word and PowerPoint.
- Professional interaction: tactful, positive, effective communicator (verbal and written).
- Critical thinking: ability to organize, prioritize, and multi-task all while taking direction
- Must exhibit qualities of reliability, punctuality and be able to work with minimal supervision
- Express interest in an array of categories of merchandise and licensed brands
- Exceptional conflict resolution skills; must be a proactive problem solver
- Exceptional skills when it comes to time management and assistance in helping to increase sales
- Capacity to work both independently and within a team environment
- Capacity to follow direction, troubleshoot, meet goals and objectives
- Take responsibility and ownership of your work and output.
- Self-motivated and passionate with the ability to work in a fast-paced environment
Vacancy posted 14 hours ago
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