Sales Administrator (Pharmaceuticals)

Location: HCM- Vietnam  

Workplace: On-site 

Category:   Healthcare & Medical • Pharmaceuticals & Medical Devices 

Work type: Full-time 

Pay type: Monthly salary (Employee on parole of Distributor (Hoang Duc)  

Pay range: Attractive as per Industry standard and growth over current Salary 

Reporting to: NSM

About the Role: 

The Sales Administration Executive will be responsible for supporting the commercial operations by managing import  coordination, distributor communication, sales order processing, inventory monitoring, sales reporting, Support sales staff in any Sales related work, coordinate for sales event and sales data analysis. The role will work closely with sales team, distributors, logistics partners, and management to ensure smooth sales operations and accurate data management.  

Job Responsibilities 

Key Responsibilities 

Import & Supply Coordination 

• Monitor and coordinate overall import activities to ensure timely product availability. 

• Work closely with logistics partners, distributors, and internal teams to track shipments and delivery schedules. 

• Ensure proper documentation and coordination related to import and supply chain activities. 

Distributor Coordination 

• Maintain regular coordination with all distributors across the country. 

• Ensure smooth order placement, supply status, and stock availability. 

• Support distributors with order processing and documentation. 

Sales Order Management 

• Process and monitor sales orders from distributors and key accounts. 

• Ensure accurate order entry, order tracking, and delivery coordination. 

• Handle and resolve sales-related queries from the sales team and distributors. 

Inventory Management 

• Monitor inventory levels with distributors and warehouses. 

• Coordinate replenishment to avoid stock shortages or overstock. 

• Maintain accurate inventory records and stock movement reports. 

Purchase Order (PO) Management 

• Manage Purchase Orders from distributors or internal planning. 

• Track PO status and ensure timely processing and fulfillment.

Sales Forecast & Planning 

• Consolidate and maintain sales forecast data from the sales team. 

• Coordinate with management and supply chain teams for demand planning. 

Sales Reporting & Data Management 

• Prepare regular sales reports including monthly, quarterly, and yearly reports. 

• Maintain and organize all sales-related data and documentation. 

• Generate reports for management review and decision making. 

Data Analysis 

• Conduct sales performance analysis and identify trends. 

• Support the National Sales Manager with analytical reports and dashboards. 

• Assist management in data-driven planning and forecasting. 

Sales Team Support 

• Provide administrative and operational support to the sales team. 

• Respond to internal queries related to orders, sales data, stock status, and reporting. 

Key Skills & Requirements 

Language Skills 

• Fluent in Vietnamese and English (written and spoken). 

Technical Skills 

• Excellent Microsoft Excel skills (data analysis, reporting, pivot tables preferred). 

• Good knowledge of sales data management and reporting tools. 

Interpersonal Skills 

• Strong communication and coordination skills. 

• Ability to work effectively with multiple stakeholders including distributors, sales team, and management. 

Professional Competencies 

• Strong organizational and multitasking skills. 

• Attention to detail and accuracy in data handling. 

• Ability to work under deadlines and manage multiple priorities.

Candidate Profile: 

Education 

• Bachelor’s degree or related field. 

Experience 

• 3–7 years of experience in pharmaceutical sales activity  management in Vietnam with understanding of Import related activities  

• Experience working with distributors and Sales  teams is a strong advantage. 

Skills 

• Excellent documentation, coordination, and follow-up skills. 

• Strong knowledge of pharmaceutical supply chain/sales  procedures. 

• Good command of Vietnamese and English (written & spoken). 

• High attention to detail, deadline-driven, and well-organized. 

• Proficiency in MS Excel, Word, and reporting tools. 

What We Offer: 

• Opportunity to be a key contributor to a high-growth international pharma company. 

• Professional development and career advancement opportunities. 

• Dynamic work culture with autonomy, innovation, and collaboration at its core.