What are the responsibilities and job description for the Affiliate Administration & Sales Coordinator position at iPROMOTEu?
Purpose
The Affiliate Administration Coordinator supports the Affiliate Onboarding & Sales Administration department by managing the day-to-day administrative functions required to onboard, maintain, and offboard Affiliate Accounts; as well as supporting the Affiliate Sales Development Team in reporting and analytics. Reporting to Nicole Ridlon, Sr. Manager of Affiliate Onboarding & Sales Admin, this role serves as a key point of coordination between Affiliate Administration, Business Development, Onboarding, Account Setup, and Technology to ensure accurate records and a seamless Affiliate experience. The Coordinator plays a vital role in helping to maintain the integrity of Affiliate data systems and ensuring timely communication across departments.
Responsibilities
- Assist in sending DocuSigns to prospects by reviewing forms for accuracy, following up with Business Development and Affiliate Prospects for required information, and sending approval notifications once a prospect is set up.
- The set up of new Affiliates across all required systems.
- Manage Affiliate Account Updates including New Operator setups, contact information changes (address, phone, email, logos), revisions to Affiliate Agreements, W-9s, and HubSpot contact maintenance.
- Support the disaffiliation process by updating tracking spreadsheets, managing follow-up communications, and conducting outreach to Affiliates meeting disaffiliation criteria.
- Produce, analyze, and distribute reporting and sales tools needed for the Sales Development and Onboarding Teams.
- Collaborate cross-functionally with departments to solve customer concerns.
- Provide Affiliate support and guidance via email and phone.
Qualifications
Education/Experience
- Associate’s or Bachelor’s degree in Business Administration, or equivalent combination of education and experience.
- 1–3 years of experience in an administrative, operations, or affiliate/partner management role.
Knowledge/Skills/Abilities/Competencies
- Strong attention to detail and commitment to data accuracy across multiple systems.
- Strong time management and organizational skills.
- Excellent written and verbal communication skills; ability to interact professionally with internal teams and affiliate partners.
- Ability to manage multiple tasks and competing priorities in a fast-paced environment.
- Strong Microsoft Excel skills required.
- Experience with HubSpot or similar CRM platforms preferred.
- Collaborative mindset with the ability to work effectively across multiple departments.
- Experience in the Promotional Products Industry is a plus
- Familiarity with order management or ERP systems is a plus.
Working Conditions
- Office environment.
- Normal operating hours are 8:30 a.m. to 5:30 p.m.
- Mandatory office days: Tuesday and Wednesday each week.
- Third in-office day (Monday or Thursday) determined by department coverage needs and individual schedule.
- Fridays are a designated work-from-home day; the office is closed on Fridays.
Please note that this job description is not designed to cover or contain a comprehensive listing of functions or responsibilities that are required of the employee for this job. Functions and responsibilities may change at any time with or without notice.