Associate Support Manager

Virbac•Westlake, OH

32d

About The Position

Experiencing together a unique human adventure Animal health is key to the health of the planet. Working at Virbac means taking part in a unique human adventure in which the engagement of each individual contributes to its evolution. Encouraging internal mobility between positions and countries, offering individual development plans and building a partnership based on trust between managers and employees are as many perspectives of motivation for our teams. We also offer them a work environment conducive to exploring new territories and balancing their professional and personal lives. Finally, fostering their engagement to animal health also means listening to them and helping them to acquire new skills, preparing them for the challenges of tomorrow and encouraging them to contribute to an ever more responsible approach to our business. Coordinate functions to support and manage activities impacted by the Commercial Operations Support Coordinator – Product that directly involve the Commercial Operations departments. This includes approval and coordination of product samples (Non-Direct to Veterinary Samples - DTVS), return credit requests, free good processing and margin reimbursement processing. Also includes inquiries, tracking and reporting. Training sales force and other Virbac personnel on processes related to job function may be included.

Requirements

Detail oriented with strong organizational skills.
Ability to multi-task to accomplish routine duties and special projects
Ability to communicate cross-functionally with multiple departments (marketing, warehouse, sales, etc).
Ability to work with a sense of urgency.
Above average Microsoft Office Excel skills.
Average skills in Word and PowerPoint.
Must be computer literate, including management of email, calendaring functions, and internet navigation.
Demonstrate Customer Focus – Identifies and anticipates the needs and expectations of customers in order to respond to them better.
Communicate Effectively - Communicates clearly, concisely and enthusiastically, making sure to capture his audience’s interest.
Analyse Problems and Situations – Calls on own experience and common sense to quickly identify the causes of problems and assess their implications and correlations to determine a solution
Minimum of 5 years experience
Prior work as Administrative professional; project work; logistics experience a plus
Establishing relationships and gaining cooperation with warehouse personnel who are non-reports
Establishing and maintaining excellent working relationships with distributor personnel and veterinary practices

Nice To Haves

Bachelor’s Degree Preferred but Not Required, or Equivalent Experience

Responsibilities

Provide support for various Commercial Operations Support activities
Provide backup to other Commercial Operations Support personnel when required
Assist in analysis of various programs as assigned
Serve as headquarters resource to collect, process and ensure delivery of miscellaneous product samples requested outside of standard field sales requests (DTVS) and subsequent approval of requests
Manage the product sample resource for Marketing and Technical Services in Ft. Worth Headquarters
Maintain and update all documents for sample acquisition
Accurately prepare necessary documentation (including proper coding and approvals) for requests for credit for returned products per established credit guidelines and subsequent approval of resulting requests
Submit completed requests to St. Louis Order Management for credit input
Interact with St. Louis Order Management team to trouble-shoot problems with requests and ensure timely processing
Maintain accurate tracking of credits requested
Accurately prepare necessary documentation (including proper coding and approval) for requests for free goods shipped by distribution
Audit all reports for accuracy through a combination of excel files, sales data reports, and invoices to determine if free goods are owed as well as subsequent approval of resulting requests
Work with the distributor on any issues or denials resulting from audits
Record credits on various worksheets for accounting purposes
Interact with Customer Service team to trouble-shoot problems with requests and ensure timely processing
Utilizing reimbursement requests from distributors and Virbac reimbursement pricing models, monitor and process margin/pricing reimbursement requests within 6 weeks of their receipt
Audit and complete reimbursements per individual program guidelines and approve subsequent reimbursement requests
Ensure proper backup is included to support the request
Audit backup for results (if applicable)
Record request(s) on various worksheets for accounting purposes
Approve requests for processing payments
Work with Marketing to route and approve various materials for promotions and programs
Assist posting of forms in the appropriate routing system
Review Approval Routing Forms/Distributor Letters
Ensure forms and accounting coding is accurate
Ensure appropriate approvals are obtained
Complete and post official Approval Routing Form
Work with Marketing to route all necessary materials to the Communications Department to be distributed inclusive of : promotional materials, new product announcements, price change announcements, product discontinuation notices, etc.
Maintain distribution communication lists
Ensure all necessary materials are provided