Assistant Manager - Sales Admin & Ops

Overview

This is a Foodservice Analyst role for all contract setups and payments (current, renewal and new contracts). Role will include contract management, expired tactics and all payments. Creating a strong relationship with Sales (KAM/FSRs) and Finance. This role requires analytical thinking, flexibility to adapt to changes, proactiveness and relationship-building skills.

Responsibilities

Ensure accurate and timely delivery of tasks outlined below

• Build a working relationship with division teams and understand the work to be completed
• Work closely with the current HBS West Division FS team as well as with PBNA Division SMEs to learn the contracts, payments and legal processes and details
• Request, review and maintain files
  
  

CONTRACT SET UP & MAINTAINENCE (process steps may vary by Division based on Finance requirements)

• Review BAM vs Contract
• Contact the contract owner/FSR with a list of items that do not align with the BAM
• Using Finance approval email, setup contract as written
• Setup the contract's tactics in TPM
• Estimate combined DSD & PDP annual rebate payments per Sales Location based on BAM
• Add FOBO information in the tactics to include their portion of the payment(s)
• Verify if there is OTS funding supporting this contract
• Ensure documentation is saved for all funding
• Add the supplier number to the tactics and roll all tactics for the term of the contract
• Send email confirmation to contract owner of completed TPM setup
  
  

CONTRACT SET UP & MAINTAINCE- 3POs or Third-Party Operators (process steps may vary by Division based on Finance requirements)

• Setup 4 quarterly BASE tactics for all B&C set at a rate determined by Finance
• Weekly reports are sent to the Sales Team with performance status and SKU requirements
• The accrual rate is adjusted based on performance and forecast 2-3 days before quarter-end
• A final report for the quarter is distributed to Sales and TPM Teams
• Did the customer have net revenue growth to earn a payment
• Did the customer meet all the SKU requirements
• Contact Sales Team to inform them that SKUs were missed
• Payment is denied and tactic moves to Completed status
• Print a pdf of the Finance report and attach as backup to the payment in TPM
• Adjust the amount to match the report from Finance and approve the payment
• Send email confirmation to contract owner and Channel Manager of approved payment
  
  

CONTRACT ROLL OVER (process steps may vary by Division based on Finance requirements)

• Quarterly check whether customer contract has a VTH (Volume Threshold) or auto renewal clause
• Is VTH (Volume Threshold) met by the customer
• The backup report is attached based on which the rollover period is determined
• Rollover is created in the TPM for all the rebates tactic
  
  

PAYMENTS (process steps may vary by Division based on Finance requirements)

• Monitor all pending payments in TPM. Manual and volume based Payment require Hub to interact for payment.
• What is the payment type? (PDP or Dual DSD & PDP)
• Lookup the distributor name by pulling a PDP report in ERT
• Request a volume report from the KAM providing the COF, delivery address, distributor name and specific timeframe
• The report is formatted and the payment calculations are added for backup
• Run a DSD volume report and add volume to payment calculations if needed
• Is a volume or net revenue report needed to validate the payment? (adjustable lump sum or rebates)
• Assigned to Sales Team runs the DSD ERT report, formats it and calculates the payment
• Request a volume report from the contract owner providing the FOBO name, delivery address and specific timeframe
• The report is formatted and the payment calculations are added for backup
• The FOBO payment request is adjusted and completed in TPM with a new payment dropping the next day
• Does the automatic payment (Advance and EOY) in TPM need to be adjusted
• Contractual lump sum payments not tied to performance requirements are moved to KAM Manager Review status
• Standard in arrears payments (typically EOY) are adjusted based on the backup report and moved to KAM Manager Review status
• The backup report is attached to the payment and it's moved to KAM Manager Review status
• The SPA-Finance Team creates the manual payment, attaches the invoice (i.e. Marketing fund) and moves the payment to KAM Manager Review status
• Email is sent to contract owner and Channel Manager with any backup documents and confirmation of approved payment
• Notes are added to the LTA or tactic to avoid accidental approval until the payment is ready for
• Reminder emails are sent to the contract owner and Channel Manager on a Period basis asking for status of payment until completed
• If the payment will never be paid, the payment is denied and the tactic is closed
  
  

Qualifications

• 3-4 years of experience as junior/mid-level analytics professional with experience, preferably in a leading consumer goods company
• Bachelors in finance or economics
• Strong knowledge of MS Office programs specifically Excel
• Have 1+ years’ experience using SAP & Oracle platforms
• Propensity to learn PepsiCo software systems
• Highly organized and responsive, with ability to work to SLAs and tight deadlines
• Best-in-class time management skills, ability to multitask, set priorities and plan
• Excellent written and oral communication skills; proactively communicates using appropriate methods for situation and audience in clear, concise and professional manner
• Ability to provide superior customer service
• Language Skills - Fluent English