About The Position
The Sales Coordinator role at PIMCO offers resourceful self-starters the opportunity to learn and be challenged. This is a fast-paced environment which requires a high degree of professionalism, organization, teamwork and attention to detail, coupled with the ability to multitask and prioritize.
Requirements
- Track record of embodying PIMCO’s values of Collaboration, Openness, Responsibility and Excellence.
- 1-2 years of previous administrative experience supporting multiple executives
- Intermediate to advanced working knowledge of MS Word, Excel and Outlook required
- Must possess strong written and verbal communication skills, including exceptional telephone management and the ability to write emails
- Must be able to adapt to changing situations with minimal notice and guidance
- Must be fluent in French and English; Professional proficiency in spoken and written English is required due to daily, operational communications with internal stakeholders located outside Quebec, including team members across Ontario and the United States. The role also involves client-facing communications in English, with clients located outside Quebec.
Nice To Haves
- Two–year college degree is preferred but not required
- Soft skills: Self-starter, quick learner, able to multitask, highly organized, excellent attention to detail, customer focused, problem solver, good follow up skills, able to prioritize, team player
Responsibilities
- Work with managers to coordinate travel arrangements through Concur and Direct Travel according to the PIMCO Travel and Entertainment Policy
- Arrange ground transportation, book hotels and manage all logistics
- Create final travel itinerary and directions
- Process detailed expense reports through the Concur system in a timely manner
- Gather emails/calendar schedules to prepare for monthly expense meeting with managers to clarify information to process reports
- Monitor and track managers’ expense reports until reimbursement
- Reconcile monthly expenses with credit card statements along with cash receipts and monitor accounts to ensure personal payments, if any are made
- Coordinate external/internal meetings for managers and handle the scheduling, materials, meals/refreshments and logistics
- Confirm final agenda schedule with all participants.
- Make sure all meetings are added to the manager’s and team calendars
- Observe manager’s calendar and keep them on schedule for their next meeting
- Help facilitate all PIMCO client events.
- Liaise with PIMCO Client Events to secure venues and manage medium-scale events
- Manage the invitation process, collecting RSVP’s and providing regular updates
- Manage menu, AV requirements, venue set-up, gifts, etc.
- Attend in person to make sure event runs smoothly
- Manage telephone calls and respond to requests
- Create follow up correspondence according to the requirement of each manager
- Participate in special projects.
- Manage onboarding of new employees and consultants
- Update and maintain accurate client, contact and activity information within the CRM platform
- Support data quality by checking for duplicate, incomplete or outdated records and escalating issues as needed
- Assist with reporting and list preparation for sales, marketing and client service activities using CRM data
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
