Sales Coordinator (Montreal) / Coordonnateur(trice) des ventes (Montréal)

PIMCO is a global leader in active fixed income with deep expertise across public and private markets. We invest our clients’ capital across a range of fixed income and credit opportunities, leveraging our decades of experience navigating complex debt markets. Our flexible capital base and deep relationships with issuers have helped us become one of the world’s largest providers of traditional and nontraditional solutions for companies that need financing and investors who seek strong risk-adjusted returns. Since 1971, our people have shaped our organization through a high-performance inclusive culture, in which we celebrate diverse thinking. We invest in our people and strive to imprint our CORE values of Collaboration, Openness, Responsibility and Excellence. We believe each of us is here to help others succeed and this has led to PIMCO being recognized as an innovator, industry thought leader and trusted advisor to our clients. Role Summary The Sales Coordinator role at PIMCO offers resourceful self-starters the opportunity to learn and be challenged. This is a fast-paced environment which requires a high degree of professionalism, organization, teamwork and attention to detail, coupled with the ability to multitask and prioritize. Responsibilities The following key activities are included in the role: 1. Travel Coordination and Preparation • Work with managers to coordinate travel arrangements through Concur and Direct Travel according to the PIMCO Travel and Entertainment Policy • Arrange ground transportation, book hotels and manage all logistics • Create final travel itinerary and directions 2. Expense Reports and Approvals • Process detailed expense reports through the Concur system in a timely manner • Gather emails/calendar schedules to prepare for monthly expense meeting with managers to clarify information to process reports • Monitor and track managers’ expense reports until reimbursement • Reconcile monthly expenses with credit card statements along with cash receipts and monitor accounts to ensure personal payments, if any are made 3. Coordinate Client Meetings/Calendaring • Coordinate external/internal meetings for managers and handle the scheduling, materials, meals/refreshments and logistics • Confirm final agenda schedule with all participants. • Make sure all meetings are added to the manager’s and team calendars • Observe manager’s calendar and keep them on schedule for their next meeting 4. Events: Planning and Organization of Small and Large Events • Help facilitate all PIMCO client events. • Liaise with PIMCO Client Events to secure venues and manage medium-scale events • Manage the invitation process, collecting RSVP’s and providing regular updates • Manage menu, AV requirements, venue set-up, gifts, etc. • Attend in person to make sure event runs smoothly 5. Phone Coverage/Client Servicing • Manage telephone calls and respond to requests • Create follow up correspondence according to the requirement of each manager • Participate in special projects. • Manage onboarding of new employees and consultants 6. Data Management • Update and maintain accurate client, contact and activity information within the CRM platform • Support data quality by checking for duplicate, incomplete or outdated records and escalating issues as needed • Assist with reporting and list preparation for sales, marketing and client service activities using CRM data Position Requirements • Track record of embodying PIMCO’s values of Collaboration, Openness, Responsibility and Excellence. • 1-2 years of previous administrative experience supporting multiple executives • Intermediate to advanced working knowledge of MS Word, Excel and Outlook required • Must possess strong written and verbal communication skills, including exceptional telephone management and the ability to write emails • Must be able to adapt to changing situations with minimal notice and guidance • Two–year college degree is preferred but not required • Soft skills: Self-starter, quick learner, able to multitask, highly organized, excellent attention to detail, customer focused, problem solver, good follow up skills, able to prioritize, team player • Must be fluent in French and English; Professional proficiency in spoken and written English is required due to daily, operational communications with internal stakeholders located outside Quebec, including team members across Ontario and the United States. The role also involves client-facing communications in English, with clients located outside Quebec. Résumé du poste Le poste de coordinateur(trice) des ventes chez PIMCO offre aux personnes débrouillardes et proactives l'opportunité d'apprendre et de relever des défis. Il s'agit d'un environnement dynamique exigeant un haut degré de professionnalisme, d’organisation, d’esprit d'équipe et d’attention au détail, ainsi que la capacité à gérer plusieurs tâches simultanément et à établir des priorités. Responsabilités Les activités clés suivantes font partie du poste: 1. Coordination et préparation des déplacements • Collaborer avec les gestionnaires pour coordonner les déplacements via Concur et Direct Travel, conformément à la politique de PIMCO en matière de voyages et de frais de représentation • Organiser les transports terrestres, réserver les hôtels et gérer toute la logistique • Établir l'itinéraire de voyage final et les indications (directions) 2. Rapport de dépenses et approbations • Traiter des rapports de dépenses détaillés via le système Concur dans les délais impartis • Rassembler les courriels et les calendriers pour préparer la réunion mensuelle sur les dépenses avec les gestionnaires, afin de clarifier les informations nécessaires au traitement des rapports • Assurer le suivi et suivre l’état d’avancement des rapports de dépenses des gestionnaires jusqu’au remboursement • Vérifier et concilier mensuellement les dépenses mensuelles des relevés de carte de crédi