Business Administrator

Responsible for the day-to-day administrative functions of the sales, marketing, publications, and corporate partner departments. Perform various accounting functions including accounts payables and receivables for these departments. Assist department leads with monthly financials and annual budgets.

Assist Director of Business Development with travel arrangements, expense reports, meeting planning, written communications, database management and other duties as assigned.

Essential Functions:

• Work as a liaison between accounting department and sales, marketing, corporate partners, and publications to assure accuracy on monthly and annual financials, budgets, and audits.
• Create insertion orders and invoices for sales department.
• Manage affinity/royalty program revenue and reporting document.
• Work with Finance to collect aged receivables and refer unpaid, suspended advertisers to collections.
• Assist sales director with sales reporting spreadsheets for sponsorships, trade shows, print advertising, QStallions advertising, and digital advertising.
• Maintain commission spreadsheets for sales team and for incentives.
• Maintain detailed records and files for departments.
• Receive invoices and create check requests for payment and send to AP for processing.
• Assist with travel and create monthly expense reports for departments leads.
• Prepare expense reimbursement and check requests for departments.
• Oversee USPS wire transfer requests and records for mailing the Quarter Horse Journal through the USPS portal.
• Assist with customer service for departments through emails and incoming and outbound phone calls.
• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• Maintain scheduling and event calendars for Director of Business Development.

Additional Responsibilities:

• Coordinate conferences, meetings, or special events, such as luncheons.
• Compose and distribute meeting notes, routine correspondences, monthly reports/spreadsheets, and presentations as required.
• Open, read, route, and distribute incoming mail or other materials and answer routine letters.
• Coordinate office supply orders for departments.
• Other duties as assigned.

Education Requirements:

Associate’s or bachelor’s degree in business or related field. Work experience can substitute for a degree.

Specific Knowledge and Skillsets:

• Knowledge of administrative, customer service and clerical procedures
• The ability to keep records and communications in confidence
• Computer skills and knowledge of basic software applications, such as Microsoft Word, Microsoft Excel, and Office 365
• Excellent verbal and written communication skills and strong interpersonal skills
• Time management and organizational skills
• Ability to multi-task

Minimum Experience Required:

3 years of professional administrative experience preferred

Equal Opportunity Employer
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