Executive Sales Admin Support (Business Support)

Be responsible sales contracts management:

- Create new customer code and salesman code

- Prepare Request of issuance invoice VAT for the customer

- Prepare and follow up status of Guarantee Bonds (Advance bond, Performance bond, warranty bond)

- Follow-up Account Receivable from the customer on time (payment bond, TT).

- Keep track of Account Payable to arrange payment voucher to supplier & vendors.

- Prepare Transfer duty and other necessary documents relative to sales contract.

- Check the content of sales contract.

Monitor Cost of Goods Sold.

- Coordinate with the plant and forwarder to check shipping documents and arrange shipment schedule in time.

- Responsible in coordinating with relevant parties (logistic and the plant) to resolve issues relative to shipments.

- Checking declaration documents and arrange supporting documents to perform customs clearance for import.

- Monitor logistic team during hand-over process.

- Filling necessary documents as per instruction.

- In charge of shipment forecast report, monthly sales recognition report, Aging report, Cash Flow Report, Inventory report, backlog and Goods in Transit, closing contract.

- Work closely with internal departments to gather information and resolve issues affecting sales administration.

- Recommend any possible improvements or process enhancement within the area of responsibility.

Be responsible purchasing order management:

- Prepare all necessary docs as per company process to process order

- Monitor Purchasing Order Processing and coordinate with other teams

- Keep track of ex-factory date

- Check PO & OA: Net price, specs & expected delivery time in comparing the contract signed with customer

- Filling necessary documents as per instruction

- Be responsible project management

- Check project and update new project information in time.

- Maintain proper project data.

- Assist Sales Manager to check, provide more needed information for project if any.

- Prepare letter of Authorization for projects in HCM and assist Ha Noi team.

- Filling necessary documents as per instruction.

- Update Project Report

Be responsible for Inventory:

- Prepare and follow up the warehouse lease contracts.

- Count the quantity of the goods in stock quarterly.

- Arrange documents to in & out the goods in stock.

- Checking monthly storage charge and prepare payment voucher.

- Solve arising problems relative to issues are belongs to inventory.

- Filling necessary documents as per instruction.

- Update Monthly Inventory Balance report

- University Certificate in Foreign Trade / Business Administration / Transport and Communications

- Good at English all skills especially translation and interpreter.

- Demonstrate strong administrative, communication and organization skills

- Demonstrate proficiencies in office productivity tools (e.g. Excel, Word and PowerPoint)

- Good at Import-Export / Project Managements / Accounting is preferable.

- At least 4 years of relevant experiences in the fields: Sales Admin Executive / Purchasing Management / Supply Chain Executive / Logistic / Operation Admin.

- Able to work independently and in group under high pressure

- Experiences in import and export, forwarding or shipping lines will be preferable.

- Careful, dynamic, flexible & sociable.