Furniture Merchandiser/ Executive Assistant

- Communicate between the office (Sales and Design departments) and Production (our Production Supervisor, QC team, and factories) to ensure all have fully updated information and are clear on what to do in regard to quotations, sample production, and new/repeat orders.
- Provide product information to the factory in a clear, understandable format that has been confirmed.
- Assist the Production Supervisor in monitoring and direct the production schedule of new and repeat orders, along with samples, from A to Z, to ensure they are all produced on time, meeting order specifications.
- Source vendors, and products, request factory information and quotations to prepare customer proposals.
- Negotiate with vendors on price, discount, delivery, and working terms.
- Follow up on quotation progress and ensure quotations are ready in a timely manner.
- All soft aspects of an order (shipping mark, labeling, assembly instructions, etc.) are stored on Google Drive in an organized manner, easy to access by the production team.
- Factories are updated on the progress of new projects and potential orders on a weekly basis.
- Factory information (profiles) and important documents/reports (lab testing, etc) are stored on Google Drive in an organized matter.
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TASKS WITH THE SALES DEPARTMENT:
- Create price lists, price breakdowns with margins, edit quotation files, and other tasks using Excel and Google Sheets. Ensuring the quotation is double-checked & organized with full details and in the company's standard form before submitting it to the customers.
- Take the initiative when dealing with prices - analyze quotations sent by factories & decide how to proceed. E.g. Revert back to the factory with feedback on high prices before proposing to the line manager.
- Monitor and store prices and other necessary files in an organized way, creating easy access for the team. Take ownership of these files - meaning all files must be trackable & manageable.
- Coordinate with the sales team/customers on production progress & report if there are any arising issues that may affect the production timeline.
- Communicate daily with Sales/Clients and Vendors on orders, price follow-up details, and outstanding issues. Keep Sales projects moving in a timely manner and all information is up-to-date & update the database.
- Support the Sales team with communication to the customers via emails and chat channels (if needed). Coordinate with related departments to obtain answers to customers' questions & requests.
- Coordinate buyer's visits. Organize different VIP/pick-up services for the customers. Support customers during their visits to Vietnam (organizing taxis, help with local issues, preparing gifts, etc.)
- Claims settlement. Receive and handle customer feedback and claims about products. Work on options to solve customers' claims effectively and help prevent the claims by passing clear information in time to the QC team and factories.
- Organise truck deliveries.
- Coordinate with courier service to send out samples to customers or factories.
- Submit weekly updates on all samples/quotation progress.