Sales Operation Executive

Summary / purpose of the position

We are seeking a detail-oriented and highly organized Sales Operation Executive to support commercial operations, ensure smooth execution of sales processes, and strengthen collaboration with distributors and retail partners. This role is ideal for someone who excels in data accuracy, sales coordination, reporting, and administrative control, while also supporting key account activities to drive sell-in and sell-out performance.

You will be the backbone of the sales team — ensuring timely documentation, accurate reporting, efficient communication, and flawless execution of sales programs.

Main responsibilities / job expectations

1. Sales Operations & Administration

• Manage and process sales-related documentation: contracts, POs, rebates, promotions, and pricing updates.

• Track and reconcile rebates, trade promotions, loyalty programs, and merchandising payments.

• Maintain accurate and up-to-date records in CRM and internal systems.

• Coordinate with finance and supply chain to resolve issues related to credit, OOS, delivery delays, and invoicing.

• Ensure compliance with internal policies, distributor agreements, and audit requirements.

• Perform other tasks as assigned by the Manager.

2. Sale Travel management

• Build travel plans for the sales team, allocate budgets, and track expenses by region.

• Monitor and follow up on payments.

• Manage vendors to ensure all travel activities run smoothly and on schedule.

3. Data Management & Reporting

• Develop and maintain sales performance tracking templates, dashboards, and weekly/monthly reports.

• Consolidate sell-in and sell-out data from distributors and retail chains.

• Analyze sales trends, stock levels, and program performance to support decision-making.

• Prepare business review decks for National Sales Manager.

4. Key Account Coordination

• Support listing processes, product updates, and execution of Joint Business Plans (JBP).

• Follow up on PO status, delivery schedules, and in-store execution.

• Coordinate with marketing and trade teams to ensure timely implementation of promotions and visibility programs.

• Conduct regular field checks to validate execution quality and collect market insights.

5. Cross-functional Collaboration

• Work closely with marketing, supply chain, finance, and distributor teams to ensure smooth operations.

• Act as the administrative liaison between internal teams and key accounts.

6. Key Events Co-Lead

• Co-lead the planning, coordination, and execution of key commercial events, conferences, product activations, and distributor meetings.

• Work closely with Marketing, Trade Marketing, and cross-functional teams to ensure event objectives, timelines, and deliverables are met.

• Manage operational tasks such as vendor coordination, materials preparation, logistics, and post-event reporting.

• Ensure events support sales targets, strengthen customer engagement, and enhance brand visibility.

Education / Certifications

• Bachelor’s degree in Business, Marketing, Administration, or related fields.

Experience

• 3–5 years of experience in Sales Administration, Sales Operations, in FMCG or Pharmaceutical industry.

• Experience working with OTC products or retail chains is an advantage.

• Strong understanding of the Vietnamese FMCG/Pharma market and distributor operations.

Technical Competencies

• Strong proficiency in Excel (pivot tables, VLOOKUP, data analysis), PowerPoint, and CRM systems.

• Excellent administrative and organizational skills with high attention to detail.

• Ability to manage multiple tasks, meet deadlines, and maintain data accuracy.

• Strong analytical mindset and ability to interpret sales data.

• Good communication skills and ability to work cross-functionally.

Languages

• Fluent in Vietnamese and English

Key Technical Competencies Required

• Strong leadership, communication, influencing and negotiation skills

• Technical Competencies Strong analytical and numerical skills and an ability to execute plans and achieve outcomes

• Strong communication and outgoing people skills

• Ability to build and maintain client relationships

• Strong organizational and time-management abilities

• Analytical mindset with problem-solving skills

• Ability to work independently and as part of a team

• Excellent organisation, planning, implementation ability; ability to deliver to a deadline.

• Computer use: Excel, Power Point, Word