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
