Sales Operations & Administrative Coodinator

About This Role

Position Summary

GMI Trading is seeking a highly organized Sales Operations \& Administrative Coordinator to support the sales team across multiple channels including ethnic grocery, mainstream retail, halal, Hispanic markets, and call center operations.

This role ensures the smooth execution of day\-to\-day sales operations by managing product data, customer portals, pricing documentation, sales materials, and reporting. The position works closely with the Sales, Marketing, Warehouse, and Operations teams to maintain accurate information and support sales growth initiatives.

This position is operational and administrative in nature and is critical in keeping sales processes organized, efficient, and scalable.

Responsibilities

Sales Operations Support

• Provide administrative and operational support to the sales team across all channels (ethnic, mainstream, halal, Hispanic).
• Maintain organized sales documentation, files, and shared folders (SharePoint, OneDrive and other internal systems).
• Coordinate with internal teams including warehouse, logistics, marketing, and finance to support sales execution.

Product \& Item Setup

• Manage new item setup forms, ensuring correct UPCs, product specifications, and supporting documentation.
• Maintain and organize product image banks and product information databases.
• Ensure accurate product data is available for customers, portals, and sales materials.

Sample \& Sales Materials Management

• Manage product sample requests including ordering, warehouse coordination, packing, shipping, and cost tracking.
• Track and report on sample distribution to customers and prospects.

Customer \& Retailer Portal Management

• Maintain customer portals and retailer submission platforms, ensuring product information and documentation remain current.
• Manage trade show portals, registrations, and shipment coordination for events and sales presentations.

Pricing \& Sales Documentation

• Maintain and update price lists and product specifications.
• Ensure pricing and product information provided to the sales team and customers is accurate and up to date.

Reporting

• Prepare monthly sales and operational reports as requested by management.
• Assist with call center reporting and sales activity tracking.

Sales Development Support

• Assist the sales team by contacting accounts to identify new store openings or potential opportunities.
• Support the sales team with administrative follow\-up related to new accounts and sales initiatives.
• Gather, enter, and maintain accurate data on new and prospective customers.

Requirements

• Experience in sales support, sales operations, or administrative coordination, preferably in FMCG, distribution, or food industry.
• Strong organizational and multitasking abilities.
• Excellent communication and coordination skills.
• Strong proficiency in Microsoft Office (Excel, Word, PowerPoint).
• Ability to manage multiple priorities in a fast\-paced environment.

Preferred

• Experience working with retail customer portals, product data systems, and mainstream retail platforms.
• Bachelor’s degree in Business Administration, Marketing, or related field preferred.
• Spanish/English bilingual preferred due to expanding Hispanic customer base.
• Experience supporting sales teams in distribution or wholesale environments.
• Experience with CRM, ERP systems and reporting tools such as Tableau and Power BI is preferred.