Marketing/Sales Coordinator

Job Title:

Sales & Marketing Operations Coordinator

Job Category:

Marketing

Location:

New York, NY

Travel Required:

Occasional local travel to location

Reports to:

Vice President, Accelerator Brands

Position Type:

Full Time

FLSA:

Department:

Marketing Accelerator Brands

Job Overview:

We are seeking a highly organized, proactive, and detail-oriented Sales & Marketing Operations Coordinator. This role provides direct executive administrative support to the Vice President of Marketing, while driving key operational, financial, and logistical processes across the broader Marketing team.

Job Responsibilities:

1. Budget & Purchase Order (PO) Management

• PO Administration: Create, process, and track purchase orders requested by Brand Managers and Budget Owners within the ERP/procurement system.

• Budget Tracking & Reconciliation: Maintain and update live marketing budget trackers, reconciling POs against incoming invoices to proactively identify and flag variances, savings, or overages.

• Cross-Functional Alignment: Facilitate weekly alignment meetings with Brand Managers, Budget Owners, and Finance to review invoice statuses, resolve discrepancies, and secure timely approvals.

• System Administration: Accurately post goods receipts (GR) in the ERP system and manage the end-to-end onboarding and maintenance of new vendors.

2. Marketing Operations Support

• Project & Ad-Hoc Support: Provide proactive day-to-day administrative and operational support across key brand and marketing initiatives.

• Advocacy Operations: Support the Brand Advocacy team through dedicated budget tracking, logistics coordination, and operational workflow management.

• Digital Asset Coordination: Partner with Commercial Marketing to organize, maintain, and distribute digital marketing assets, ensuring repository (Box / cloud) integrity and ease of access.

• Sample & Inventory Management: Oversee the end-to-end bottle sample workflow—managing on-site office inventory, executing warehouse replenishment orders, and handling domestic and international shipping logistics.

3. Executive Support (VP of Marketing)

• Calendar & Time Optimization: Strategically manage and optimize the VP of Marketing’s calendar—prioritizing meeting requests, proactively resolving conflicts, and protecting dedicated focus time.

• Meeting Planning & Event Logistics: Coordinate end-to-end logistics for internal and external meetings, leadership sessions, and offsites (agenda preparation, room reservations, catering, AV/technical setup, and follow-ups).

• Travel & Expense Management: Plan seamless travel arrangements (flights, accommodations, ground transit) and prepare, reconcile, and submit timely expense reports.

• Executive Administrative Assistance: Handle executive correspondence, presentation formatting, signature and approval routing, and special high-priority ad-hoc projects.

Job Qualifications:

REQUIREMENTS

• Experience: 2–4 years of combined experience in executive/administrative support and marketing operations or finance administration.

• Technical Skills: Advanced proficiency in Microsoft Office 365 (Outlook, Excel, PowerPoint, Teams) and Box/SharePoint; experience with ERP/procurement systems (e.g., SAP, Coupa, Concur) is highly valued.

• Core Competencies:

• Exceptional time management, discretion, and ability to handle confidential information.

• Strong numerical accuracy and budget tracking/reconciliation skills.

• Excellent interpersonal and communication skills across all levels of the organization.

An Equal Opportunity Employer:

Rémy Cointreau USA is an equal opportunity employer and strongly supports diversity in the workplace.  Qualified applicants are considered for positions without regard to age, sex, gender identity, gender expression, sexual orientation, race, color, creed, religion, ethnicity, national origin, alienage or citizenship status, disability, marital status, veteran status, military status, domestic violence victim status, genetic information or any other legally recognized protected basis under federal, state, or local laws, regulations or ordinances.  The Company also provides reasonable accommodations to disabled individuals to assist in the hiring process and to qualified individuals with disabilities in the performance of essential job functions without imposing a hardship on the Company, as required by federal, state or local law. The Company also is committed to accommodating religious beliefs.