Administration Coordinator - On Premise

Brown Forman Italia; Ciudad de México; On-site; MXN 201,000 - 312,000; Full time

Job summary

Brown-Forman Mexico is seeking an organized On-Premise Administrative Coordinator to support processes, systems, and data across teams. You will manage vendor onboarding in SAP, audit documents for compliance, and coordinate invoicing and deliveries to the HQ.

Proficiency in SAP, Salesforce, and Coupa is preferred, along with strong Excel and English skills. You will ensure accurate data, timely reporting, and seamless collaboration with local operations and corporate functions.

Qualifications

• Bachelor's degree in Administration, Marketing or related field.
• 3 to 5 years of experience in coordination or administrative roles.
• Intermediate English proficiency.
• Advanced Excel management skills are essential.
• Knowledge of SAP, purchasing, accounting and audit processes is desirable.
• Ability to communicate clearly across all levels of the organization.
• Strong organizational skills and prioritization in a fast-paced environment.

Responsibilities

• Coordinate, analyze, and support the On-Premise team by administering platforms and resources.
• Manage supplier onboarding by reviewing, validating, and registering vendors in SAP per Master Data guidelines.
• Audit supplier documentation to ensure compliance with internal policies, legal and tax requirements.
• Coordinate dispatch and delivery of vendor documents and invoices to headquarters.
• Maintain audit-ready documentation and ensure smooth vendor setup workflows between local operations and corporate functions.
• Oversee Free Goods/zero-charge product billing in SAP and ensure daily updates and month-end reconciliations.
• Monitor inventory across external/remote warehouses for stock visibility.
• Prepare monthly KPI reports from Salesforce and generate reports from MRM and Coupa as needed.
• Provide administrative support for channel meetings, events, and management of channel platforms.

Skills

Advanced Excel

Intermediate English

Strong communication

Organizational skills

Education

Bachelor's degree in Administration, Marketing, or related field

Tools

SAP

Salesforce

Coupa

Job description

Quote from Hiring Manager:

Brown-Forman Mexico is looking for a key position on the On-Premise team, supporting the administration of this channel across processes, information, and activities.

This is a great opportunity to join an inclusive, diverse and fun team at a great place to work.

Meaningful Work From Day One:

Coordinate, analyze, and support the On-Premise team by administering the platforms and resources needed to properly manage internal processes and customer information.

What You Can Expect:

• Managing supplier onboarding by reviewing, validating, and registering new vendors in SAP according to Master Data guidelines.
• Auditing and verifying supplier documentation to ensure full compliance with internal policies, legal, and tax requirements.
• Coordinating the physical dispatch and delivery of vendor documentation and invoices from the site/plant to headquarters.
• Maintaining audit-ready documentation and ensuring seamless vendor setup workflows between local operations and corporate functions.

Free Goods Control & Management:

• Overseeing product request workflows and payment authorizations through corporate digital platforms.
• Managing zero-charge product billing (Free Goods) in SAP, ensuring daily billing updates and timely month-end closing reconciliations.
• Coordinating end-to-end logistics for dispatching and delivering promotional goods and zero-charge products.
• Monitoring inventory levels across external/remote warehouses to ensure stock control and visibility across operating locations.
• Audit execution and delivery proof, ensuring account executives upload complete delivery evidence to Salesforce in line with compliance guidelines.

Wholesaler Information:

• Collection of monthly WHS displacements.
• Creation of monthly displacement file.
• Receive files from wholesalers each month.
• Validation of information vs. universe of accounts; review with executives.
• Platforms: Salesforce - SAP

Administrative support - On-Premise:

• Register invoices.
• Administration of agreement folders for active accounts on the premises.
• Support the organization of channel meetings/extraordinary events.
• Administer support files for managing rivets from wholesalers and follow up on the NDC.
• Supply of office supplies.

Administration of payment procedures:

• Office/ local warehouse utilities payment.
• Payment and invoice procedure.

Support the On-Premise & Ent. National Manager:

• Quotations/material requisitions
• Issuance of National / Regional / Exe / monthly information to generate KPIs (Salesforce)
• Issue monthly Salesforce, MRM, and Coupa reports.
• Preparation of monthly provisions for Channel investment.
• Prepare National, Regional, and Executive quarterly Certification letters.
• Administrative support to executives and managers on the channel's platforms.

What You Bring to the Table:

• Bachelor's degree in Administration, marketing, or a related field.
• Previous experience: 3 to 5 years in similar coordination positions or administrative assistance.
• Language: Intermediate English
• Advanced Excel management, indispensable.
• Desirable SAP management Control and Operation of Inventories.
• Knowledge of purchasing, accounting , and audit processes
• Proven ability to effectively communicate ideas and solutions across all levels of the organization, including senior management, technical personnel, and consultants (written and verbal).
• Strong organizational skills with the ability to manage priorities in a fast-paced, rapidly changing environment.
• Set a positive example for others by following high ethical standards.

What Makes You Unique:

Use an automated billing system to generate and send invoices, and track and process payments.

Who We Are

We believe great people build great brands. And we know there is Nothing Better in the Market than a career at Brown-Forman. Being a part of Brown-Forman means you will grow both personally and professionally. You will have the opportunity to solve problems, seize opportunities, and generate bold ideas. You will belong to a place where teamwork matters and where you are encouraged to bring your best self to work.

What We Offer

Total Rewards at Brown-Forman is designed to engage our people to ensure sustainable and profitable growth for generations to come. As a premium spirits company, we offer equitable pay structures for individual and company performance alongside a premium employee experience. We offer a range of premium benefits that reflect our company values and meet the needs of our diverse workforce.