Sales Administration Staff

I. JOB OBJECTIVE

Ensure smooth administrative operations, order processing, and sales support, allowing the Sales team to focus on customers while the Admin department ensures contracts, documentation, quotations, inventory, and deliveries are executed accurately, in compliance with procedures, and on schedule.

⚙️ II. KEY RESPONSIBILITIES

1. Order Processing and Management

• Receive purchase orders from Sales staff or customers and verify order details including product codes, quantity, pricing, payment terms, and delivery schedule.
• Update orders in ERP / CRM / Excel systems and issue Order Confirmations.
• Track production progress, delivery, and invoicing in coordination with Warehouse and Accounting teams.
• Manage delivery notes, invoices, acceptance records, and customer receivable reconciliation.

2. Contract, Quotation, and Documentation Support

• Prepare sales contracts, appendices, and quotations based on company templates.
• Monitor contract validity, payment terms, warranty conditions, and remind Sales staff of upcoming deadlines.
• Support preparation of bidding documents, catalogues, licenses, quality certificates, CO/CQ, and certificates of origin (CO Form E, D, etc.).
• Maintain both electronic and hard-copy records organized by customer codes and contract numbers.

3. Sales Data Management and Reporting

• Update daily, weekly, and monthly sales performance by salesperson and region.
• Consolidate sales reports, quotation success rates, inventory status, and customer receivables.
• Monitor product codes, pricing policies, and discount structures in the system.
• Support coordination of customer conferences, exhibitions, and product training sessions.

4. Customer Support (Back Office)

• Record customer feedback and complaints and transfer information to QA or responsible Sales staff.
• Track order processing status and update customers accordingly.
• Support after-sales customer care, including sending thank-you letters and Customer Satisfaction (CSAT) surveys.

5. Internal Sales Department Administration

• Manage office supplies, meeting schedules, business travel schedules, and Sales department expense proposals.
• Track attendance, KPIs, sales targets, and monthly/quarterly sales incentives.
• Handle internal forms such as payment requests, business trip requests, and procurement proposals.

Education:

College or Bachelor’s degree in Economics, Business Administration, Commerce, or related fields.

Experience:

At least 1 year of experience in Sales Admin, Internal Sales, or Sales Accounting / Administrative roles.

Professional Knowledge:

Understanding of sales processes, contract management, basic accounting, and document workflow procedures.

Skills:

Proficient in Microsoft Word, Excel, and ERP/CRM systems; strong data entry, reporting, and internal communication skills.

Personal Qualities:

Detail-oriented, honest, supportive mindset, flexible problem-solving ability, and strong commitment to customer data confidentiality.

Salary: 8 – 12 million VND