Commercial Coordinator, Travel Retail Americas

Date:  Jun 14, 2024
Location:  Miami
Company:  Shiseido

Job Summary:

The Commercial Coordinator’s mission is to liaise with the Executive Sales Director, Area Sales Managers (ASM), Retail Managers, Operational Marketing, Logistics, Finance, Customer Service (CS) and the clients. She/he serves as the primary support person for the Sales team.


Primary Duties & Responsibilities:

Reviews and processes the clients’ orders and maintains Orders log, quotas, Pos, ERFS reports.

  • Process approved orders
  • Review, verify, and validate all references, quantities, and prices on each order; if needed, transfer or request additional forecast or quotas
  • Support Customer Service (CS) and client with logistics.
  • Processing and confirmation of orders to CS, providing additional information as needed
  • Enter Forecast of animations and new launches 
  • Account creation, and amendment and verification of incoterms, margins, and payment terms through the creation of JSOX/Customer Workflow in Avanteam
  • Main liaise between Sales team, CS and clients; fill out product specs files as requested by customers
  • Updates/uploads sales wholesale information for client(s)/ distributor(s)

Financial responsibilities

  • Preparation of accruals; creates POs based on Sales team’s estimates
  • Processing of purchase orders for vendors, clients/ distributors, etc.; obtain all proper signatures, and update invoice log; follows-up with finance locally and with regional offices (for FRG & COS).
  • Liaises with Finance and processes approved payments from Sales team
  • Process credit and debit notes per client/distributor

Prepares and maintain forecasts.

  • Enters forecast in Remerch.
  • Extracts quota reports from BI or SAP as requested.

Coordinates pricing for their client(s), and coordinates in preparation for Year End Provision with ASM

  • Creates and extracts all customers price lists in SAP
  • Based on Sales team approval of assortment, prepares individual order form/price lists for ASM to share with client/distributor

Administrative support

  • Provides support for Sales team through generation of reports (Portfolio, Quota Inquiry, etc.)
  • Supports coordination and shipment of training gifts
  • Prepares files and provides required information to process all sanitary registrations for each region (when applicable)
  • Assist the accounting department with A/R and A/P issues
  • Suggests orders if requested by direct manager(s)


Working Relationships/ Key Stakeholders:

  • Logistics Department – Customer Service Teams in Paris & New York Offices
  • Operational Marketing
  • Sales Team
  • Client(s) – main liaison with all internal departments
  • Finance


Qualifications & Competencies: 

  • Collaborative attitude; open to learning
  • Proven customer support experience; agile and able to adapt
  • Strong phone, active listening, and communication skills
  • Familiar with SAP, Avanteam, SAGA/ACCPAC and BI systems and practices
  • Basic digital proficiency; Microsoft office suite (specifically Outlook, Word & Excel)
  • Excellent communication and presentation skills
  • Ability to multi-task, prioritize and manage time effectively
  • Proficiency in English and Spanish required; French and/or Portuguese, a plus
  • Bachelor’s degree preferred



Shiseido is an Equal Opportunity Employer and does not discriminate on the basis of race, color, gender identity, religion, sex, age, national origin, disability, veteran status, sexual orientation, genetic information or any other classification protected by Federal, State or Local law

Salary (Min-Max): 

Nearest Major Market: Miami

Job Segment: Travel Industry, Administrative Assistant, Retail, Travel, Administrative, Customer Service