SALES ADMIN EXECUTIVE

Department: General Affair
Location: Ho Chi Minh City
Reports To: GA Manager
ABOUT UTOPUtop Technology JSC, a member of the FPT ecosystem, is a technology company providing CRM, Loyalty, Customer Data Platform (CDP), AI, and Customer Experience solutions for enterprise clients.
Our mission is to help businesses strengthen customer relationships and unlock growth through innovative technology and data-driven insights. At Utop, you'll work alongside passionate professionals on large-scale digital transformation projects while enjoying a collaborative environment that supports learning, innovation, and career growt
JOB SUMMARYThe Sales Admin Executive plays a critical role in supporting the Sales team by managing contracts, tender documentation, payment processes, accounts receivable, and other customer-related administrative activities. This position acts as a liaison between Sales, Finance, Legal, Delivery teams, and customers to ensure smooth and efficient business operations.
KEY RESPONSIBILITIES1. Contract & Documentation Management
Prepare, review, and manage sales-related documentation, including:
Quotations
Service/Software Contracts
Contract Amendments
Acceptance and Handover Documents
Contract Liquidation Documents and related records
Monitor contract processing, execution, and renewal status.
Ensure all customer documents are properly maintained, organized, and updated.
Maintain accurate contract records and documentation in accordance with company procedures.
2. Tender & Bidding Support
Prepare and submit tender and bidding documents as required.
Coordinate with internal departments to collect legal, financial, and corporate documents for tender submissions.
Track bidding schedules, submission deadlines, and results.
Maintain and update tender documentation and records.
3. Payment & Accounts Receivable Management
Monitor project acceptance milestones, invoicing schedules, and payment status for each contract.
Coordinate with customers and the Finance team regarding invoicing and payment procedures.
Track outstanding payments and follow up with customers on overdue accounts.
Support collection activities to ensure timely payment and minimize outstanding debts.
Prepare periodic reports on payment status and accounts receivable.
4.
Sales Operations
Support
Provide administrative support to the Sales team throughout the sales cycle.
Update customer information, contracts, and sales opportunities within company systems and CRM platforms.
Generate reports related to sales performance, contracts, payments, and operational metrics.
Coordinate with internal departments to support project implementation and customer requirements.
5.
Other
Responsibilities
Support operational, administrative, and reporting tasks as assigned by the direct manager.
Perform additional duties and projects to support departmental goals and business operations.
Proactively suggest process improvements to enhance efficiency in contract administration, payment tracking, and document management.
JOB REQUIREMENTSEducationBachelor's degree or College diploma in:
Business Administration
Economics
Commerce
Finance
International Business
Or other related disciplines
Experience
Minimum 2 years of experience in Sales Administration, Sales Support, Contract Administration, Project Administration, or related roles.
Experience handling contracts, payment documentation, acceptance documents, and accounts receivable management.
Experience preparing tender and bidding documents is highly preferred.
Previous experience in the IT Software, SaaS, Technology Services, or B2B industries is an advantage.
Skills & Competencies
Strong English communication skills, both written and spoken, with the ability to draft professional emails and review business documents.
Proficiency in Microsoft Office, especially Excel and Word.
Excellent document management and administrative skills.
Strong organizational and multitasking abilities.
Effective communication and cross-functional coordination skills.
Detail-oriented, proactive, and highly responsible.
Ability to work independently and handle multiple priorities in a fast-paced environment.
Strong follow-up and problem-solving skills.
Preferred Qualifications
Experience using CRM systems or customer data management platforms.
Understanding of tendering, procurement, and contract management processes in the IT industry.
Experience working with B2B customers and enterprise clients.
WHY JOIN UTOP?
Opportunity to work with leading enterprise customers and digital transformation projects.
Dynamic and collaborative technology environment.
Competitive salary and performance-based incentives.
Annual health check-ups, team-building activities, and company events.
Continuous learning and professional development opportunities.
Salary: Negotiable
Working Location: Ho Chi Minh City
Working Hours: Monday to Friday, 08:30 AM - 05:30 PM
Apply now and become part of Utop's growth journey! 🚀