Promotions Coordinators – All Divisions

JOB PURPOSE

Work closely with the Marketing Department/team in order to plan, schedule, coordinate and effectively execute on and off-premise promotional activities as per the Division’s standards. Assist in building strong, positive relationships between our brands and their target consumers, as well as our organization and key event organizers

PERFORMANCE CRITERIA

The job is satisfactorily performed when:

• Execution of promotions are in accordance with Brand Standards.
• There is accuracy and timeliness of record keeping inclusive of copies of delivery notes, goods returned/received, promoter fact sheet, and reports of promotional activities including photographs.
• There is stock/inventory control of POS materials.
• Frequency and nature of preventable incidents, accidents, or breaches of safety regulations are in keeping with targets for days away from work cases.
• A satisfactory working relationship is encouraged and developed with all employees as espoused and guided by Group and Company Values.

KEY RESPONSIBILITIES

FUNCTIONAL:

1. Schedule, supervise, and assist in coordinating sampling and promotional activities as assigned.
2. Work closely with the Brand Managers to develop effective promotional strategies, inclusive of setting objectives.
3. Assist in the planning and implementation of promotional events, internal and external, as directed.
4. Conduct required site visits for promotional activities on and off-premise.
5. Ensure promotional activities are executed as planned and objectives are met.
6. Schedule promoters for in-store and off-site promotions, and select outsourced companies where needed due to demand.
7. Preparation of promotional budgets required for executions by brand.
8. Prepare post-event reviews for promotions or sponsorship activities.
9. Managements of promotional tools needed by the Promotions Team, and monitor use to ensure effective management.
10. Source items needed for promotions, which include uniforms, banners, booths, etc.
11. Ensure all required products for promotions are billed, collected, and delivered to promotions as scheduled.
12. Track promotional material and provide inventory updates to Brand and Sales managers on a quarterly basis.
13. Maintain accurate records of all promotional activities including work conducted by Promoters i.e. event date, venue, time, and sales, via
    Promotions Fact Sheet.
14. Preparation of promotional reports monthly.
15. Submit Monthly payroll to Accounts for external promoters.
16. Scheduling of Promotions Assistant for collections and drop off of displays and promotional material for the department.
17. Schedule promoters to assist the department in marketing activities where needed, this includes office days, hamper preparation, product
    samples and gathering consumer insights for brands.
    

PEOPLE MANAGEMENT:

1. Recruit Product Promoters and/or promotional agencies as required.
2. Assist Brand Manager/Sales Manager with the facilitation of training and refresher courses for internal and external Promoters as required.
3. Present to the Sales team key elements of promotional activities.
4. Supervise all daily activities of the Promotions team to ensure adherence to quality standards, deadlines, and proper procedures and the overall look of promotions is in keeping with company and supplier requirements.
5. Oversee display setup and breakdown for in-store promotions.
6. Oversee display area setup, decor, and breakdown for events and tradeshows.
7. Ensure the provision of effective levels of training to the Promotions team so as to create and maintain desired levels of productivity and ensure that they acquire the necessary skills for excellent job performance.
8. Ensure the successful execution of the Company’s Performance Management System for the Promotions Team.
9. Challenge and motivate staff to consistently achieve extraordinary results and attain campaign goals.
10. Conduct monthly team meetings.
11. Maintain discipline among the Promotions team.
    

HEALTH, SAFETY & ENVIRONMENT:

1. Ensure the Promotions team maintains a clean and safe workplace and follows HSE guidelines.
2. Investigate and report on incidents and/or accidents as necessary.
3. Review accident reports and ensure corrective actions are done.
4. Ensure the application of and adherence to established HSE measures and procedures to ensure the well-being of all employees and the Company’s customers.
   

QUALITY ASSURANCE & CUSTOMER SERVICE:

1. Adhere to the Company’s quality & customer service standards and procedures.
2. Ensure the Company’s quality & customer service standards and procedures are being adhered to & reinforce compliance with direct reports. 
   

GENERAL ACCOUNTABILITIES:

1. Work closely with the Promotions team to monitor inventory of all sampling / promotional materials, and submit requests to Sales and Brand Managers for material replenishment as required.
2. Liaise with Consumer departments to include products in joint promotions.
3. Secure approval for sampling schedules from relevant customers.
4. Follow up with Sales Representatives /managers and ensure the booking of promotions as scheduled.
5. Document all promotional activity by way of photographs and compile by activity.
6. Ensure all voucher payments are accurately completed and processed to ensure timely payment to all Promoters and for all promotional material used
7. Track all additional days worked by the Promoters ensuring timely payment in full / days given back for all days worked.
8. Coordinate the preparation of product hampers as requested.
9. Prepare promotional reports by collecting and summarizing sales data by use of Promoter Fact Sheet on a weekly basis.
10. Maintain accurate stock checks of promotional/trade displays for the department. Listing is to be updated quarterly.
11. Submission of quotations for POs to be processed for promotional materials prior to confirming promotions.
12. Provide timely feedback to Sales and Brand Managers on promotions and competitor activity. Perform other duties that may be required to enhance the operations of the Company.