Sales Coordinator

The General Soft Drinks Co Ltd (GSD)

Malta Island
Permanent
Full-time

1 month ago

The Sales Coordinator will be an integral part of the Sales Department, responsible for coordinating the day-to-day operations and administrative functions that support the team. This role serves as the central link between the Sales Department and other internal functions, as well as between different levels within the sales hierarchy. The Sales Coordinator will also provide administrative support to the National Sales Manager (NSM).While the role is primarily focused on internal coordination and support, occasional direct interaction with clients is expected, particularly in support of key account processes and customer service activities.Responsibilities:

Coordinate all administrative processes within the Sales Department, ensuring the smooth flow of documents and communication across teams.
Manage the preparation, distribution, and tracking of sales-related documentation, including account openings, returns, credit applications, event/equipment requests, and merchandising materials.
Conduct credit history checks on behalf of Sales Managers for account openings and credit assessments.
Maintain and regularly update key trackers and reports such as:

- Parallel Trade Reports- HORECA Project Tracker- Cooler Distribution Tracker- Loan and Marketing Agreements Tracker- Sales Rebates and Commercial Reports

Organize and maintain digital and physical filing systems for contracts, certificates, presentations, and procedural documents, including those stored on the Document Management System.
Prepare and compile reports, presentations, and meeting packs for the National Sales Manager (NSM), ensuring materials are ready at least two working days before scheduled meetings.
Take minutes during meetings as required and circulate them within 72 hours.
Manage and support special projects and ad hoc tasks assigned by the NSM, ensuring timely follow-up and execution.
Maintain and update a Routine Report Matrix outlining all standard reports, their owners, and issue frequency across the business.
Support the NSM and Field Sales Manager (FSM) in strengthening relationships with business partners, agents, and franchisors.
Assist in coordinating participation in corporate events, trade shows, and regional meetings in collaboration with the Events Coordinator and marketing team.
Handle incoming sales and marketing inquiries via phone, email, or website and direct them appropriately.
Provide logistical and document support for internal and external presentations, quotes, and proposals as requested by the sales team.
Monitor team deadlines, follow-ups, and delegated workstreams to ensure timely completion of tasks and deliverables.
Act as the first point of contact in the Sales Department, managing calls, visitors, and communications with professionalism and discretion.

Requirements:

An Advanced Level of education would be considered an asset.
Strong computer literacy is essential, with a solid working knowledge of Microsoft Office applications, particularly Outlook, Excel, and Word.
Familiarity with enterprise systems such as SAP, C4C, Aforza CRM, and the Therefore document management system will be considered a strong asset.
Ability to quickly learn and adapt to internal platforms and digital tools used for document handling, reporting, and communication.
Well-organised, punctual, and dependable, with the ability to manage multiple priorities efficiently.
Approachable and professional, with strong interpersonal skills and the ability to engage across all levels of the organisation.
Clear and confident communicator, both verbally and in writing.
Discreet, trustworthy, and capable of handling sensitive information with confidentiality and care.
Positive, proactive, and team-oriented, with the maturity to anticipate needs and to support both daily operations and broader team objectives.
Prior experience in an administrative or coordination role is essential, preferably within a fast-paced, deadline-driven environment.
Previous exposure to the FMCG sector will be considered a significant advantage.

General Soft Drinks Co Ltd:The General Soft Drinks Co Ltd is responsible for manufacturing a wide range of soft drinks across Malta. We do this for brands owned by The Coca Cola Company (TCCC) including Coca-Cola, Diet Coke, Coke Zero, Fanta, Dr. Pepper, Sprite, Schweppes, and Kristal. We are an independent Coca Cola bottler and are the sole licensed bottler for products of TCCC in Malta. We employ over 240 people in Malta and Gozo at our manufacturing site, offices, and distribution centers. Our Company is committed to minimizing the environmental impact of our products and operations, with a particular focus on recycling, water stewardship energy, and climate protection. Through our sister company, GSD Marketing Ltd we sell and distribute TCCC products manufactured in Malta as well as import, sell and distribute other TCCC products including Nestea, Cappy Juices and Powerade. We also import, sell and distribute other brands including Monster, Bavaria, Stella Artois, Berlin Beer, Lowenbrau, Café Mauro and Evian on behalf of other brand owners.

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