Administrative Asst / Generalist

Henderson, NC

Post Date
November 12, 2020



This is an administrative role specifically for our Purchasing / Marketing department that focuses on project management, data analytics, as well as process improvements.

President’s Club Rebate Management

1 Collect and organize retailers signed bookings/contracts from Vendex
2 Make copies of all contracts and mail to each retailer and vendor
3 Send in/out deals (bookings) to customer service immediately after Vendex.
4 Provide A/R PC membership list for billing purposes.
5 Create and maintain excel sheet of retailers/vendors and note who participates on which rebate program and who receives placement money.
6 Define all contract plans and placement rules in AS400.
7 Assign customers to specific plans
8 Provide Marketing Admin Assistant customer contracts to post on MRW website.
9 Print rebate summary report at the beginning of last month of quarter & give to RSMs
10 Quarterly review (and update accordingly) supplier plans for new items.
11 Quarterly, Biannually or yearly calculate retailers payments and submit for approval/payment.
12 Create vendor billbacks for contracts and fee payments
13 Recap and fax specific chain headquarters payment breakdown by store.
14 Report to AP funds to transfer from PC Income to COGS or vice versa.

Marketing Event Support

1 Manage Mayfest gift center during event and helps purchase gifts with Event Planner.
2 Creates all supplier Mayfest points (allowances) billbacks in September.
3 Recap all customers that receive payment for Mayfest allowances that choose not to redeem points for prizes.
4 Oversee trade show recaps including customers, rooms, meals and golf for Event Planner.
5 Recap information related to customer marketing trip for Event Planner.


1 Monthly generate customer cigarette rebates report and give to VP of Sales for payment approval.
2 Send customers amount of their cigarette rebates
3 Mail cigarette rebate checks to customers.
4 Enter all allowances/points for iPad promotions
5 Email iPad promotional sheets to suppliers as proof of execution.
6 Track and recap sales spiffs and provide payment information monthly.
7 Oversee compiling & sending products for customer events including golf tournaments and manager meetings.
8 Manages monthly diverter orders
9 Communicates new items, cost changes, deleted items and allowances to marketing and sales teams
10 Creates and maintains supplier passcodes to access MRW website.
11 Add back up documentation for marketing related bill backs.
12 Weekly track buyer rebates, spoils and slotting fees on excel spreadsheet
13 Track vendor rack promotions and oversee sales rep payments


High level experience in office administration
Associates degree level education preferred but not required
Detail Oriented
Ability to handle multiple priorities in a fast moving environment
Strong computer skills


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