Administrative Assistant

For Sales, Sourcing & Documentation

Food & Pharmaceutical Ingredients

Job Description

United Foods Corporation (www.unitedfoodscorporation.com)

2 Tower Center Boulevard, 12thFloor

(PNC Bank Building)

East Brunswick, NJ 08816

To apply, send your cover letter in 500 words and your updated resume with references.

Job description

Administrative Assistant for Sales, Sourcing & Documentation for Food & Pharmaceutical Ingredients

Market Level Salary, Benefits and Bonus/Commission on Top of the Salary for Each and Every Sales Order Generated/Produced by the Job Holder for Food and Pharmaceutical Ingredients Distributed by the Company. Opportunities for Advancement for People of Outgoing "Go-Getter" Type and Business Development Skills.

United Foods Corporation (www.unitedfoodscorporation.com) is an industry leader in high quality food and pharmaceutical ingredients and contract manufacturing services; UFC’s Pharmaceutical Division, also known as United Pharmaceuticals, specializes in the supply of Active Pharmaceutical Ingredients (APIs), Excipients including carriers, fillers, additives, preservatives and colorants to pharmaceutical manufacturers and compounding pharmacies servings human and animal health sectors of the pharmaceutical industry in the United States and the rest of the world. To meet its growth requirements of growth, the Company is now seeking experienced account executives and talented and quick-learning self-starters to enter the pharmaceutical industry. The positions currently opened are Sales and Sourcing Associates, expected to come onboard and promote and sell our pharmaceutical ingredients to customers in the pharmaceutical, cosmetic and personal care, and nutritional industries. Job holders will work at our corporate offices located in East Brunswick, New Jersey by cold-calling on leads provided by the Company and when not making calls, visiting prospective customers, will write up emails and sales letters, send out brochures and samples and perform duties in customer service, building vendor relationships, sourcing, inbound and outbound traffic arrangements including negotiating rates with traffic service providers and other administrative duties as required by the Company’s management from time to time. Office hours are 8:00 a.m. to 5:00 p.m., Monday through Friday with 1-hour lunch time.

General Description:

The Administrative Assistant for Sales, Sourcing & Documentation is generally responsible for (I) sourcing and buying food and pharmaceutical ingredients and other goods pursuant to the requirements of the Company’s headquarters, inventory plans and materials forecasts or as assigned by the management on ad hoc basis and (II) developing relationships with manufacturers of pharmaceutical excipients, active ingredients, and other pharmaceutical products (III) developing, maintaining and growing sales of our products; this person will, under the leadership, guidance and training of the company’s management, identify and develop new prospects in order to buy from or to sell our products to (the focus is on vendor development, new business development, building customer and vendor relationships, sales support, and resolving customer issues.) and (IV) Handling Documentation Requests, Updating/Editing/Revision, Maintenance and Archiving, etc.

Sales Responsibilities:

• Identifying and developing new, prospective customers, maintaining and growing existing accounts for the company’s product lines
• Cold calling and mass mailing (via email)
• Preparing written call reports and sales analysis
• Developing, preparing and executing sales and marketing plans
• Producing sales presentations, proposals, and reports for internal and external communications
• Using available research tools to obtain and provide the management with information on competitors, market conditions, price changes and factors affecting supply and demand
• Attending as the company’s representative at trade shows and professional conferences
• Forecasting customer needs and coordinate with inventory control, purchasing and production personnel and ensure uninterrupted supply of products to customer
• Coordinating and interfacing between customers and the company’s available resources such as supply chain, manufacturing/custom processing and technical personnel in order to provide value added services to customers
• Developing and executing multi-level and multi-functional sales and marketing plans; managing accounts with high level transactional dealings
• Documenting all sales related activities for record-keeping, quality assurance, training and operations improvement purposes.

Sourcing Responsibilities:

• Building vendor relationships with sources of pharmaceutical excipients, active ingredients, and other pharmaceutical products
• Obtaining, gathering and organizing as much as possible product data, specifications, manuals, photographs, videos and other information of merchandise offered to us, and if needed, travel to meet with suppliers and manufacturers
• When applicable, arranging sampling/testing of potential materials for purchase by in house lab or qualified third party testing inspection & companies.
• Providing assistance in purchasing merchandise from vendors, negotiating pricing, delivery and payment terms in the best interest of our company as a customer, monitoring vendors’ performance, exercising problem solving skills
• Identifying and providing necessary background information with respect to new vendors and once the new vendors have been approved, performing the duties same as above
• Expediting open orders, monitoring inventory and coordinating with our warehouse personnel, account executives and customer service representatives.
• Coordinating with quality control personnel in regards to reporting and dealing with quality issues and packaging problems such as non-compliance with our quality and packaging standards, requesting and arranging return and replacement, withholding payment and seeking credit and compensation from vendors, demanding vendors to take corrective action, filing insurance claims if it is applicable and coordinating with insurance surveyors and claims adjusters, coordinating and cooperating with government regulatory agencies at the direction and under the guidance of the Company’s management;
• Handling all other matters related to the supply chain issues as designated by the Company’s management from time to time.

Documentation Responsibilities:

• Request, verify and approve quality documents from vendors and service providers; assisting vendors, business partners and our own company with U.S. and other countries’ regulatory requirements and compliance; traveling to visit vendors and customers and performing onsite audits of vendors’ and customers’ production and warehouse facilities and make recommendations for corrective and preventive actions for improvement;
• Coordinating with in-house and outside laboratory personnel regarding testing of samples and process development;
• Managing documentation with respect to quality assurance and regulatory compliance of our company and coordinating with our vendors and service providers and serving our customers’ needs with respect to their requests for documents and related information and perform duties such as production, maintenance and updating of necessary documents in our local computer and cloud systems;
• Communicating with Vendors and Service Providers with respect to our company’s documentation and regulatory requirements (Vendor Audit Questionnaire and Required Documents for Quality Control and Regulatory Compliance); reviewing their documents for discrepancies and deficiencies and requesting for their corrective actions;
• Coordinating with Vendors, Service Providers and our Company’s Quality Control personnel with respect to our Customers’ complaints and producing and maintaining Corrective and Preventive Action (CAPA) Reports using our company’s templates;
• Preparing (including writing and editing), recordkeeping and updating of documents with respect to our company’s standard operating procedures (SOPs) and our compliance with Food Safety Modernization Act (FSMA) including FDA’s Foreign Supplier Verification Program (FSVP) and Final Rules for Human Food, Animal Feed and Transportation and Global Food Safety Initiaves (GFSI) including BRC, FSSC22000 (including GMP and HACCP) and ISO9001, Kosher/Halal and other certifications.

Qualifications/Requirements:

• High School Diploma or Associate’s Degree is required; however, bachelor’s degree in Chemistry, Food Science, Nutrition and Pharmaceutical Science or related fields is a strong plus;
• Language ability – A high degree of proficiency in English is absolutely required. Emphasis is given to fluency in English speaking and the ability in writing error-free business and professional emails, letters, faxes, memos, reports and proposals in English
• 2-5 years of related experience in sourcing, sales and expediting domestic and international shipments of chemicals, food ingredients, pharmaceutical raw materials or industrial and mechanical products; sales professionals who possess 2-5 years of experience in sales and marketing of chemical, food and pharmaceutical ingredients and finished products and who wish to switch to sourcing and purchasing careers are encouraged to apply.
• Strong interpersonal and communication skills and proven negotiating and problem-solving skills
• Willingness to travel 5% to 10% of the time; willingness to work after normal business hours or on holidays when the need arises in the best interest of the company and our customers.
• Willingness to be trained in other functions or departments and willingness to help out or cover the duties and responsibilities of other co-workers whose occasional absences have been permitted by the management or as designated by the management to help out in situations where there is a temporary surge of work in other functions.

Personal Qualities:

• Integrity & Trust
• Excellent Work Ethics
• Positive Attitude and Progressive Thinking
• Ability to Learn Quickly
• Action and Performance Driven
• Business Acumen
• Pursuit of Continuing Professional Education
• Ability to Deal with Ambiguity
• Ability to Exercise Common Sense and Sound Judgment
• Ability to Work Independently or as a Team Member or Group Leader
• Negotiating and Adjusting to Reach Targets and Goals
• Drive for Success and Pursuit of Excellence
• Time Management, Pursuit of Efficiency and Productivity

Job Type: Full-time

Pay: $17.00 - $23.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance

Schedule:

• 8 hour shift
• Monday to Friday

Supplemental pay types:

• Bonus opportunities
• Commission pay

Experience:

• Customer service: 2 years (Required)

Work Location: In person