Sales Administration Coordinator

Written By Mary-Courtney Combs

Company/Organization: Keeneland

Position Type: Full-Time

Location: Lexington, KY

Responsibilities & Duties:

  • Sales Accounting

    Maintains all lien documentation for current and prior sales;

    Assists in the distribution and mailing of the sales proceeds checks and statements

    Collect sales expenses from consignors

    Processes buyer and consignor payments

    Answers clientele's questions regarding statements and our policies

    Researches customer complaints and makes recommendations to resolve issues

  • The Jockey Club Certificate Program

    Works to obtain and document Jockey Club certificates for each horse entered into a Keeneland sale

    Coordinates stallion service certificates and ensures appropriate paperwork is on file for horses and dispersed as needed post sale. 

    Organizes paperwork to ensure accessibility by sales department before each sale

    Transfers certificates of sold horses to new ownership

    Returns certificates to consignors or lien holders for RNA or horses withdrawn from the sale

    Assists in the preparation of reports for horse identifiers

    Confirms last cover date for broodmares entered in sales

    Manages requests from shipping agents for registration certificates

    Fields individual certificate requests via phone and email

    Organizes documentation of mailed certificate receipts

    Assists in certificate duplication and holds which includes maintaining certificate database throughout the year. 

    Communicates with buyers to create Jockey Club Interactive Registry accounts

  • Sales Administration

    Provides support to sales department and inspection team on planning, communicating, and coordinating yearling inspections

    Prepares inspection documents and organizes information regarding yearling inspection

    Oversees catalog mailing list dispersal to printer

    Communicates and documents catalog requests from clients

    Assists with annual catalog renewal communications

    Assists sales department with other duties as needed including Health Paperwork, Repository, Authorized Agent Forms, Breeding Soundness Exams and other areas of Sales Administration and Operations.

Qualifications & Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Associate's degree or equivalent from two-year college or technical school; and two years related experience and/or training; or equivalent combination of education and experience.

Other skills and abilities

Ability to type 50 wpm, excellent computer skills with advanced knowledge of Microsoft Excel (including sort/filter, formulas, VLOOKUP, macros, pivot tables, etc.), Word (including mail merge), Outlook, and PowerPoint are required and the ability to learn use of Keeneland’s Sales System. Strict attention to detail is required including excellent proofreading skills. A working knowledge of the thoroughbred industry and its people are an advantage.

How and where to apply: Apply here and include the following: https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=30fa367d-e784-4ecc-b5f4-ffe5f142b41b&ccId=19000101_000001&lang=en_US&jobId=589758

Mary-Courtney Combs
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