Sales Administrator

Job Description

1. Sales support in HCM and HN:
- Prepare samples, sample board, tender docs (soft copy and hard copy)
- Support on all docs printing, signing by BOM then sending out for both HCM and HN if any
- Costing (for final stage / contract stage / revise if any)
- Quotation for small jobs / stock sales if urgent to support Sales team / DM
- Draft Contract with clients
- Filing hard copy and scan soft copy docs for recording, tracking
- Communicating with Suppliers in emails re price, freight, lead-time / stock confirmation before signing contract
- Making Invoice report / contract report in Excel file monthly
- Keep tracking all information to dashboard
2. Working with Sub cons/ Installers:
- Draft Contract with Subcon
- Printing, sending contracts to Subcon and scan to record
- Coordinate with F&A, Salesman, Project to claim payment
3. Follow up related Logistics activities:
- Preparing PO, revised PO per accountant request, submit relating docs
- Follow shipment with Logs team, inform ETD-ETA to sales team / clients
4. Coordinate with F&A department for related tasks:
- Bonds (advance payment, performance bond, payment bond, warranty bond, etc.)
- Create SO and send to accountant and warehouse for goods delivery to site
- Provide status of receivables / aging inventory
- Coordinate with DM/Accountant using/update Odoo to Send Sales rolling forecast to accountant 2 times of months per Manager’s template
- Prepare / Revise & submit document for project; subcon's payable issue
5. Support and collaborate with Project Team during project:
- Prepare prelim sheet from Site Sup when project admin is overload
- Send handover sheet for project team after signed contract
- Check sample of local materials for sales team to submit for clients
- Assist PT on TDS, product information, claim docs in needed
6. Warehouse management:
- Provide goods’ information (size, picture, weight, MSDS)
- Arrange goods delivery to site
- Check delivery cost from warehouse to client’s site to provide admin
- Provide label of product description in Vietnamese for inland transportation