Commercial Specialist (Sales Operation)

Our Company reflects the diversity of our employees. At TotalEnergies, the wide variety of talents drives our competitiveness, our ability to innovate, and our attractiveness. Therefore, we welcome differences in age, disability, gender reassignment, pregnancy/maternity, race, religion, beliefs, sex, sexual orientation, and family/parental status, etc... We believe Diversity makes us better.

*Key Activities:

CUSTOMER SERVICE

- Responsible for proceeding sales orders accurately, timely. Proactively approach to the internal functions to ensure that an order is delivered successfully in compliance and with commercial mindset. Solve arisen issues during proceeding order such as special price, payment transfer notification, inventory, logistic, invoice, approval…with result-oriented mindset.

- Responsible for receiving customer complaints/feedbacks/requests then coordinating with internal functions to ensure customer issues/complaints/queries are resolved and communicated back to customer(s) in a timely manner. Escalate issues promptly to Line Manager in critical and important cases.

- Responsible for providing information/advice relating to products, distribution area, segments, payment, Sales/Marketing programs, Sales policy, Customer Service Procedure… to customer(s) including distributors in prompt manner and in compliance. Make sure which relating information is allowed to be shared or not.

- Refer closely to Sales forecast, Marketing promotion, Stock, Lifting plan, Upcoming plan, product allocation when process Sales Order.

- Provide full COO-COA following customer request – Be Coordinator of CS team for this task.

- Monitor pending orders, sales orders, goods shortage status and report to S&M VP, Line Manager and inform related RSM and Head of Sales to ensure that the volume can be managed.

- Set up data/logbook to follow up, manage customer service activities and report in need: Special price, Inventory tracking, sales order logbook, complaint status list, customer information, COO-COA, COGs, Sales contract, Order quantity, volume, letter to Customers/DP.

- Contribute to update Customer Service procedure. Understand and follow up all Customer Service procedures. Ensure Customers service activities are implemented accordingly.

DISCOUNT MANAGEMENT

- Incentive to DPs/ Sales team / PSDS/ DSR/ KAI/ Others programs:

+ Prepare the program for Distributor/ Sub-distributor and the sales team: guidelines, documents and template

+ Train all Distributors and customers and related departments regarding the programs and deploy them; monitored the performance and settle the reimbursement and etc…

+ Account reconciliation (actual vs. accrual) for the programs and ensured timely settlements and accruals.

+ Update Management the total programs Amount paid to DPs/ PSDSs/ Customers

+ Conducted performance audits per contract/agreement schedule for related discount management and communicate results

- Involve in the projects of Commercial Operation Department, Overlapping Prevention Projects…

+ Data Collection

+ Conduct Market Survey

+ Data processing & analysis

- Follow, payment, tracking and accrual related details discount expenses

- Analyze and Propose solutions for most cost efficiency.

HSSE TASKS

- Participate in fire drills and be familiar with evacuation routes and assembly points.

- Ensure proper housekeeping by keeping walkways and emergency exits clear of obstructions.

- Report and document any workplace hazards, near-misses, or incidents to the appropriate personnel or HSE coordinator.

- Attend basic first aid training if requested by the Company.

- Safely store and use electrical equipment and promptly report any faulty or damaged devices.

- Stay informed about emergency contacts and procedures for medical or safety incidents within the office.

Fulfill other tasks and/or assignments requested by the line managers whom the employee directly/indirectly reports to, and/or tasks requested by the Board of Management.

- Education: Bachelor’s degree in Business Administration, Economics, Commerce, or a related field.

- Experience:

+ Minimum 3 - 4 years in Sales Operations and Management.

+ Background in Accounting, Finance, Sales Support/Admin, or Pricing knowledge is an advantage.

+ Experience in distributor management is a plus.

- Compliance: Strict adherence to sales policies and best practices.

- Reporting Skills: Ability to deliver timely, accurate reports with sharp analysis; proficiency in MS Excel.

- Soft Skills: Strong verbal and written communication, teamwork, and a results-oriented mindset.

- Languages: Fluency in Vietnamese and English.