Senior Sales Admin

Job Description

About Exera Vietnam

Your Trusted Partner in Integrated Facility Management EXERA Vietnam is an Integrated Facility Management (IFM) services provider, dedicated to creating safe, efficient and sustainable work environments for our clients.

With a strong presence since 2012 in Myanmar, we have expanded our operation to Vietnam in 2023, further solidifying our commitment to delivering exceptional IFM solution across Southeast Asia. With years of experience, we have become an indispensable contributor to the corporate sector, offering tailored solutions to meet the diverse needs of business and organization. We provide IFM services, specializing in on-site Facility Management, Office Services, Technical Services, Soft Services, and more.

We prioritize quality and professionalism. You can be confident that we use only reliable and qualified personnel for your peace of mind at managing your business and your organizations. At EXERA Vietnam, customer satisfaction is paramount. We fully train and equip our officers to present the best possible image for our customers and to enhance our own image and reputation. We are committed to delivering excellence in service, consistently exceeding expectations.

Key Areas of Responsibility:

1. Executive Administrative

• Day to day admin, including photocopying, typing and taking telephone messages on behalf of Senior Managers such as Business Unit Director, Head of Sales, Operation Manager

• Answers phone calls with regards to inquiries, researching and resolving problems requiring knowledge of department policies and procedures.

• Responsible of updating and maintaining the central contract filing for the business unit

• Prepare and issue predefined reports for both internal and external customers regularly

• Coordinate and attend meetings and prepare meeting minutes and follow up action undertaken

• Schedules and maintains calendar of appointments, meetings and travel itineraries, and coordinates related arrangements

• Stand in and act as back up of a contract support lead to help BD team finalize the service agreement

• Administers the department/business unit record keeping system; updates various department/business unit records and publications; ensures that department/business unit files are maintained in accordance with company policies and procedures; reviews requests for information and determines the appropriateness of release

• Carries out special business unit events/projects and assignments as requested.

2. Business Development Coordinator

• Prepare sales documentation, PQQ and tender returns. Maintaining and following up the bid program and time frame. Co-ordinates client clarification questions and responses to them

• Manages the creation of proposals, presentations, and other client-facing materials with the BD team and national/local marketing professionals, as directed by Executive Leader.

• Establishes corporate relationships with key decision-makers across various organizational levels.

• Leads interactions in a client-facing role in integrated facilities management pursuits.

• Sources and research data, information and knowledge in support of bids/pitches.

• Work with sourcing team to get the quotation from vendor, to prepare the comparison of costs, and provide the best price to build the best solution.

• Liaison with subcontractors for the bidding such as arrange site visit, collect quotation, clarification, ect,…

• Build the prospect database and make cold-call or send cold-email to introduce company’s capability.

• Strong understanding of each service line and value proposition.

• Coordination and governance of sales activity throughout the sales process including qualification, discovery, proposal, pricing presentation and negotiation.

• Onboard new client (create client code, project code…)