Executive Sales Admin Support (Business Support)

Be responsible sales contracts management:
- Create new customer code and salesman code
- Prepare Request of issuance invoice VAT for the customer
- Prepare and follow up status of Guarantee Bonds (Advance bond, Performance bond, warranty bond)
- Follow-up Account Receivable from the customer on time (payment bond, TT).
- Keep track of Account Payable to arrange payment voucher to supplier & vendors.
- Prepare Transfer duty and other necessary documents relative to sales contract.
- Check the content of sales contract.
Monitor Cost of Goods Sold.
- Coordinate with the plant and forwarder to check shipping documents and arrange shipment schedule in time.
- Responsible in coordinating with relevant parties (logistic and the plant) to resolve issues relative to shipments.
- Checking declaration documents and arrange supporting documents to perform customs clearance for import.
- Monitor logistic team during hand-over process.
- Filling necessary documents as per instruction.
- In charge of shipment forecast report, monthly sales recognition report, Aging report, Cash Flow Report, Inventory report, backlog and Goods in Transit, closing contract.
- Work closely with internal departments to gather information and resolve issues affecting sales administration.
- Recommend any possible improvements or process enhancement within the area of responsibility.
Be responsible purchasing order management:
- Prepare all necessary docs as per company process to process order
- Monitor Purchasing Order Processing and coordinate with other teams
- Keep track of ex-factory date
- Check PO & OA: Net price, specs & expected delivery time in comparing the contract signed with customer
- Filling necessary documents as per instruction
- Be responsible project management
- Check project and update new project information in time.
- Maintain proper project data.
- Assist Sales Manager to check, provide more needed information for project if any.
- Prepare letter of Authorization for projects in HCM and assist Ha Noi team.
- Filling necessary documents as per instruction.
- Update Project Report
Be responsible for Inventory:
- Prepare and follow up the warehouse lease contracts.
- Count the quantity of the goods in stock quarterly.
- Arrange documents to in & out the goods in stock.
- Checking monthly storage charge and prepare payment voucher.
- Solve arising problems relative to issues are belongs to inventory.
- Filling necessary documents as per instruction.
- Update Monthly Inventory Balance report