Commercial Administrator (third-party role)

This is a third-party role. The candidate will sign the contract with a human resources agency and work in Hill's office.

Job Summary

• Provide comprehensive administrative and operational support to the Commercial Team to ensure smooth daily operations and enhance customer satisfaction.
• Manage and execute daily ordering processes, POSM/premium logistics, and promotional material handling.
• Provide cross-functional administrative support to the Finance team (PO management, T&C compliance, vendor processing) and the Professional Veterinary Affairs (PVA) team (event logistics, service coordination).
• Assist in event coordination, data maintenance, and general office administration to enhance overall team efficiency.

Principal Duties and Responsibilities

%

Task

30

Commercial & Order Operations Management

• Act as daily ordering back up for CS&L (manual order, edit order, add order).
• Handle daily ordering by adding Promotion Material and free goods.
• Monthly order form preparation and Staff Order consolidation/coordination.
• Communicate Available and Out-of-Stock Product Listings and Delivery/Operation Announcements.
• Manage 100% Guarantee Program (Courier, refund & replacement).

25

POSM, Premium & Promotion Handling

• Manage POSM inventory, POSM code creation & Inbound.
• Arrange office POSM to customers (through courier) and help pack/arrange courier pick up of POSM/premium based on the provided lists.
• Handle printings of promotion materials and Trade Promotion Letter Printing.
• Quarterly coupons distribution to CD with coupon receipt & coupon amount (mail merge) and handle coupon returns.
• Upload PoP Supporting Documents for approval.

20

Event Coordination & General Administration

• Event support: Checking hotel's quotation for accommodation and event venue (create comparison tables), update attendant records/clinic numbers, and organize guest personal information into Excel.
• Replace trade/personal details on agreements for group events and prepare Event Certificates (e.g., CDP certificate).
• Deck Polish for Brand Events.
• Handle Business Phone Number & communication with Smartone.
• Arrange team lunches and other ad-hoc administrative tasks.

15

Finance & Compliance Support

• Manage and track Purchase Orders (PO) for both Customer Development (CD) and Marketing teams.
• Prepare Terms & Conditions (T&C) using mail merge, maintain T&C Summary Table, and handle T&C filing.
• Finance Support: Assist the Finance team with vendor invoice processing, payment coordination, and gathering supporting documents for trade rebates and accruals.

10

Marketing & Professional Veterinary Affairs Support

• Mark Urolith Service forms and coordinates sending samples to the US.
• Assist the PVA team with logistics for veterinary seminars, webinars, and educational events.
• Help maintain and update the veterinary clinic and vet professional contact databases.

100

Total Percent (not to exceed 100%)

This is not an exhaustive list of duties or functions.

Education/ Experience Requirements

• Undergraduate holder or Diploma in business administration, commerce, or a related field.
• Professional experience in administrative support, sales operations, or commercial administration. Experience in FMCG, retail, or pet nutrition business is a plus.

Expected Areas of Skills

• Strong computer skills in Google suites (Docs, Sheets, Slides) and Microsoft Excel.
• Excellent communication skills (internal and external, all levels).
• Strong customer service skills and data entry experience.
• Excellent attention to detail and organization skills required.
• Ability to manage stressful situations effectively and maintain a positive attitude.
• Collaborated and works effectively across functions (Commercial, Finance, PVA).
• Proactive, Eager to learn & Responsible.
• On-time completion of work; A good team player & flexible.
• Fluency in Oral English and Cantonese/Mandarin is preferred.

Leadership Competencies (Should match the Colgate Global Competencies)

• Planning/Priority Setting
• Consumer/Customer Focused
• Communicate Effectively
• Give and Seek Feedback
• Teamwork/Collaboration

Functional Competencies (Should match the Colgate Global Competencies)

• Analytical / Decision Making
• Cross-Organizational Collaboration
• Influence / Negotiation

Working Relationships (Key partnerships and reporting relationships)

• Does this position supervise: No
• Report to: CD Manager - HK Field Sales & China
• All areas and levels of Hill’s Commercial Team
• External trade customers, vendors, couriers, and event agencies

Travel Requirements

Expected percentage of travel:  less than 5%