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Department Coordinator in Fort Worth, TX at Vetoquinol USA

Date Posted: 1/21/2019

Job Snapshot

Job Description

The Department Coordinator provides high-level administrative support and program management to the business unit’s sales and marketing teams, providing high-end support  in an effort to improve company operations across all work zones. The role plays a vital role in ensuring proper coordination between the marketing and sales teams, providing a crucial link of communication between the two groups. 

Essential Functions

Department Administration

  • Manages relationships with various vendors, keeping promotional materials ready by coordinating requirements with graphics department; stocking inventory; placing orders and verifying receipts
  • Monitors budgets by comparing and analyzing actual results with plans and forecasts
  • Coordinates the purchase order process for the business unit
  • Plans meetings and trade shows by identifying, assembling and coordinating requirements; coordinating set up & tear down; establishing contracts in coordination with the purchasing department; and coordinating all communication
  • Supports sales staff by providing sales data, market trends, forecasts, account analyses, new product information; relaying customer services requests
  • Prepares marketing reports by collecting, analyzing, and summarizing sales data
  • Provides administrative support as required by the business unit, including;
    • Making travel arrangements
    • Compiling and sharing meeting notes and project updates
    • Processing expense reports
    • Assisting with various other administrative assignments as they arise including mailings, faxing, filing, copying and calendar management
    • Providing a vital link between the field-based staff and corporate functions


  • Communicates efficiently internally and externally, including prompt reviews and replies to email, voice mail and phone calls
  • Meets all required deadlines and proper follow-up and follow through on all requests by internal and external stakeholders

General and Administrative

  • Supports the corporate vision, mission and values
  • Communicates effectively with various management and operational departments, informing and updating them regularly to guarantee that sales and customer objectives are met
  • Complies with all OSHA safety requirements, work rules and regulations
  • Compiles and maintains all required paperwork, records, documents, etc.
  • Follows systems and procedures outlined in company manuals
  • Participates as a team player by supporting operations as needed
  • All other duties as requested by management


Job Requirements

Formal Education and Certification

  • Associate’s degree; bachelor’s degree preferred.
  • 2-3 years of relevant experience may be substituted for educational requirement

Knowledge and Experience

  • Minimum of 2-3 years of providing administrative support to senior leadership
  • Experience providing administrative support to a sales and/or team preferred.
  • High level of basic proficiency in computer programs, including the Microsoft Office suite.

Personal Attributes

  • Ability to travel up to 10%
  • Superior organization and time management skills
  • High attention to detail
  • Self-motivation, and the ability to work independently with a highly mobile team
  • Highly developed interpersonal skills, possessing an ability to work with a diverse population
  • Ability to function independently in a multi-task environment, as well as part of a team
  • Desire to serve


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