Sales Admin & Coordinator – Hawaii
Position Title: Sales Admin & Coordinator
Location: Honolulu, HI | In-Person
Pay Range: $55,000 – $60,000 annually + benefits
Reports to: Hawaii Sales Director
Position Summary:
The Sales Admin & Coordinator provides essential administrative, organizational, and communication support for the Hawaii Sales Director and sales team. This role is designed to assist with duties meant to streamline operations, enhance efficiency, and ensure smooth execution of market activity in Hawaii. It will serve as the central hub for scheduling, supplier/admin requests, reporting, event coordination, and communication — enabling the Sales Director and Hawaii’s support Management to focus on strategy, leadership, and portfolio management.
Responsibilities
Administrative & Coordination Support:
- Maintain and distribute market visit schedules for suppliers and sales team. Ensure proper work-with timeline and preparation are followed.
- Prepare and send weekly correspondence emails to the Hawaii sales team.
- Coordinate corporate retail submissions (new item forms, pricing updates, resets).
- Handle routine administrative tasks, including code management, booking travel accommodations and document tracking.
- Maintain supplier notes, vendor portals, and system data entry for Hawaii market updates.
- Liaise with Operations Manager on administrative duties supporting the Sales department, including money handling and budget reporting.
Event & Calendar Management:
- Organize and coordinate event logistics, including venue correspondence, supplier approvals, samples, permits, and licenses.
- Manage team and supplier calendars, ensuring alignment across departments.
- Support team events, market visits, tastings, and portfolio presentations remotely and in person/on-site.
- Prepare post-event recaps, budget tracking, and ROI reporting for suppliers and leadership.
Inventory & Allocation Support:
- Liaise with Operations Manager and warehouse team on inventory status, bi-annual physical inventory and shipment updates.
- Compile and distribute pricing and inventory updates to the sales team.
Supplier & Team Communication:
- Serve as first point of contact for routine supplier/admin requests.
- Compile reports for suppliers and HQ, including event recaps and program results.
- Support coordination of supplier-led trainings and wine education sessions for the sales team.
Reporting & Analysis (Light):
- Assist in monitoring allocation results, pre-sale outcomes, and sales incentive program tracking.
- Generate and distribute basic reports for Hawaii market performance, in coordination with HQ analytics resources.
- Provide the Hawaii Sales Director with summarized information (e.g., pricing errors, allocation tracking, missed deadlines).
Requirements & Qualifications:
- Bachelor’s degree or equivalent experience in business, administration, or related field.
- 2–3 years’ experience in sales support, event coordination, and/or administration (wine/spirits industry preferred).
- Strong organizational and multitasking skills with high attention to detail.
- Proficiency in Excel, Microsoft 365 suite and AI.
- Excellent written and verbal communication skills.
- Knowledge of the wine industry (pricing, supplier dynamics, allocations) is preferred.
- Ability to occasionally lift/move 25 lbs (samples, event materials).
Compensation & Benefits:
- Salary range: $55,000 – $60,000 annually, commensurate with experience.
- Full benefits package including health insurance, 401K with company match, paid vacation and holidays.
- Employee wine discounts, tastings, and select supplier events.
Impact of Role:
The Sales Admin & Coordinator role ensures that the Hawaii Sales Director has the administrative, scheduling, and reporting support necessary to focus on leadership and portfolio growth. By owning tactical coordination (calendars, events, reporting, supplier admin), this role fills a critical gap between sales strategy, operations, and supplier expectations — helping sustain Hawaii’s exceptional growth trajectory.
