Office Administrative Assistant

1. Supporting Business:
- Make product list and send update visa product list to customer;
- Find new customers and maintain existing customer relationship;
- Contact and follow up customer to get order, repeat order;
- Prepare Sales contract;
- Follow up to get back signed contract, LC copy and inform to HO for taking production;
- Update pending shipment mention latest date of shipment, expiry date of visa (if that visa product is going to expire);
- Make amendment/annexure (if any);
- Follow up shipment schedule to inform customer and importer;
- Prepare export document against the details given by HO;
- File copy of completed export document in office (soft & hard copy) and send to importer (if required)
- Ensure payment on time with customer, importer as well as bank (payment copy);
- Update business activities as per shipment wise;
- Manage all regulatory paper in office: Rep. office license, Word permit, house rental contract, SOT report, Resident permit card, [protected info] to keep notarized copy in office (not used notarized copy over 6 months);
- Register temporary resident book;
- Update assets list (if any);
- Update staff list (if any);
- Prepare tender document (if required);
- Make appointment, arrange the meeting;
- Translate document into English/Vietnamese;
- Send daily/weekly/monthly report to HO;
- Send gift to customer/importer (if any);
- Update customer/importer list in detail;
- Others: photocopy, fax, scan, etc...
2. Supporting accounting department:
- Update daily expenses (if any);
- Get monthly bank statement from the bank;
- Make expense statement month and send to HO latest on 7th of next month;
- Make payment order to transfer money to local suppliers;
- Prepare document to bank (if any)
- Update bank details of customer, importer and suppliers;
- Make budget expense for next year;
- Travel to provinces (if required);