Business Analysis and Sales Operations Officer

ROLE PROFILE

Position Title:

Sales Operations Officer (based in Italia or Germany)

  Global Band

  (HR to assign)

Reference No.

(HR use only)

Select Cluster, Function or Segment

Footwear Division – Structural Components

Location(s) of role:

Country / City

Indicate Department,

Sub-Function or Sub-Segment

Sales Operations

Role Profile version control

Start with version 1.0.

Minor updates named version 1.1, 1.2, etc.

Major updates named Version 2.0, etc

Position this role reports to

Sales Ops Mgr EMEA

Date Updated

Role Purpose (write a short paragraph why the role exists and its contributions to achieving Coats’ goals)

• This role will provide best-in-class sales administration support to the Commercial Team to ensure optimal service and support for our customers in a timely and efficient manner for sustainable and profitable business growth.  The support includes but not limited to customer master data update and maintenance, sales contract with customers and backend support for the Commercial Team and customer-specific requests.
• This role will perform to implement customer pricing (Brands and T1s, the manufacturers of Brands) to ensure the end-to-end workflow from initiating price changes, approval, price data update in systems to market implementation in a timely, accurately & effectively manner to support business profitable and sustainable growth. 
• This role will require to perform operational aspects of pricing including but not limited to analysis, reporting, data update and maintenance, discrepancy and issue handling to ensure comprehensiveness and accuracy to the Commercial needs & requirement and compliance to Coats policy and market regulations.

Principal Accountabilities and Key Activities (Principal accountabilities are specific areas of accountability unique to the position requiring decisions or delivery of results. Accountabilities should not be shared. For most roles, there will be 4-6 accountable areas. For senior roles, there are usually 6-8 accountable areas. Under each principal accountability, identify key activities that are required for delivery. Focus on up to 4 specific activity areas. Activities support the attainment of accountable areas).

Customer Master Data

• Ensure the Commercial and Customer Service team have up-to-date and accurate master data onto relevant systems to support customer order transaction activities timely, accurately and efficiently
• Manage the end-to-end workflow from receiving the requests, validating to maintaining the updated master data in systems to ensure all processes are followed and records are kept properly for auditing purpose

Price Implementation & Administration

• Perform seasonal or day-to-day implementation of price changes to ensure the end-to-end workflow from price change initiation, price change approval, price data update in systems to market implementation are followed up, executed and implemented timely, accurately and effectively
• Collaborate and communicate with Global Accounts Team, Direct Sales Team, Finance Team and other functional teams as required to ensure price implementation is executed seamlessly and timely
• Ensure updated price is communicated internally to all stakeholders timely and effectively as well maintained properly for internal and external traceability and auditing purpose
• Acquire and follow up for price approval based on DOA (Delegation of Approval)
• Ensure price change is updated & maintained in respective tools or systems timely and accurately
• Ensure price quotation or customer-specific documents are updated and communicated to customers and  respective internal functional teams timely and accurately

Business Analysis and Reporting

• Perform business analysis and reporting (including price or margin) periodically timely and accurately to support pre-sales, during-sales and after-sales stage with the adoption of best practices with reporting tools, dashboards and systems
• Acquire additional information needed from other functional teams to support price & margin analysis e.g production cost, material cost etc.
• Use data-driven insights methodology (Define Goals, Collect Data, Analyze Date & Visualize Data) to provide, translate data into actionable metrics and insights to enable the Commercial Team to drive sales and profit performance
• Identify sales discrepancies/issues, price discrepancies/issues and propose resolutions

Manage Sales Administration

• Perform day-to-day sales administrative activities in a timely, efficient and accurate manner.  These activities include but not limited to sales or rebate contract with customers, backend support for the Commercial Team and customer-specific requests such as providing Supplier Information etc…
• Trouble shoot concerns/issues raised collectively with relevant functional teams to ensure completion of smooth business transactions
• Collaborate and communicate with other functional teams (HR, H&S, Finance, Supply Chain etc…) to implement regulations, rules, compliance policies to the Commercial Team such as company compliance training, Health & Safety briefing etc….
• Other ad-hoc sales administration supports within the Sales Ops team, to the Commercial Team and other functional teams to ensure optimal service and support for our customers

Process Improvement & SAP project implementation

• Execute and adopt data-driven, technology-driven sales administration process
• Proactively identify bottlenecks in the existing process and practice, challenge status quo, propose what can be improved to make the process and practice more efficient, accurate and effective, thereby enabling the Commercial Team and other functional teams for real-time and self-help information as needed
• Provide guidance, training and support for effective implementation and the adoption of new process, tools and systems.  Collate feedback from the users for further improvement.

Financial Dimensions

Figures In USD

Direct Responsibility

Support Responsibility

Turnover

☐

☒

☐

☒

People Management Responsibility
(direct / indirect reports)

Indicate the number of people managed in total

☐

Matrix Manager – (projects/dotted line)

☐

Manager of a team

☐

Teams Manager (manager of multiple teams)

Global Remit

Operates in:

☐

Market

☒

Cluster

☐

Corporation-wide

Key Relationships

(For new roles or where reporting relationships have change, please attach an organisation chart)

**Internal
**(excluding direct team and manager)

External

• Direct Sales team

• Global Sales team

• Customer Service team

• Finance team

• Other functional team as required

• Customers (Brands and T1s i.e. manufacturers of Brands)

• Third party service providers

Education, Qualifications and Experience

(Include skills and competencies required to perform the role competently)

Essential

Desirable

• Minimum 3 years of experience in sales operations or customer services.

• Familiar with ERP systems e.g. LN and Sage is a plus, as well as customer ordering system

• Proficiency in systems and software applications like Excel, Word and SAP

• Strong analytical skills

• Able to work in operational tasks, such as managing customer, price and product information in ERP systems

• Good interpersonal & communication skills

• Proactive and be able to work independently under pressure with high accuracy

• Excellent proficiency in English and Italian, fluency in French is a plus

• Effective communication skills

• Ability to develop and maintain good working relationships at all levels

• Demonstrated growth mindset and ability to apply data-driven insights.

• Capable of working in a competitive, demanding and time-critical environment

• Proven ability to follow up thoroughly and attention in detail while keeping the broader project goals in sight

• Strong analytical and data interpretation skills . Ability to grasp complex information and simplify it

• Knowledge of Coats Footwear business model, structure and systems

• Degree in Business Administration or equivalent knowledge acquired with professional experience

• Knowledge of industrial/manufacturing business model and structure

Manager’s Name

Date reviewed and sent to HR

Caio Kraemer

HR’s Name

Date