Sales Contracts & Annexes: Prepare contract/annex packages using approved templates and sales-confirmed information; check that supporting documents are complete before submission for signature. Coordinate approval and signing, follow up on contracts signed by both parties, update the tracking status and hand over signed originals to the Credit team for filing.
SAP Customer & Project Master Data: Create or update Sold-to Party, Ship-to Party and Project records in SAP based on requests from Sales and Customer Service, subject to required validation and approval. Check key master-data fields for accuracy and completeness; clarify missing or inconsistent information with the requestor before processing.
SAP Purchase Requests & Goods Receipts: Create Purchase Requests (PRs) for the South Sales and TM teams based on approved requests and required
purchasing information. Post Goods Receipts (GRs) upon confirmation of actual receipt and supporting documents; coordinate with requestors and relevant teams to resolve discrepancies.
Sales Reports & Meeting Coordination: Consolidate the monthly Sales Forecast and Sales Reports for the Area Manager (AM) and the Monthly Sales Meeting; verify that inputs are complete and consistent. Check the availability of the General Manager (GM) and AM, send meeting invitations, issue Minutes of Meeting (MOM) for Sales and Debt meetings and track agreed follow-up actions.
Sales Administration & Document Support: Prepare Distributor Confirmation Letters for KPM projects based on validated project information and required approvals. Consolidate Sales Incentive results and next-quarter targets; coordinate managers' electronic signatures, document submissions, scanning and systematic filing. Handle related administrative requests from the South Sales team and coordinate with internal stakeholders to meet agreed deadlines.
Compliance & Confidentiality: Maintain confidentiality of all company customer, financial and business information. Comply with all laws and Sika regulations, processes, and Environmental, Health, and Safety (EHS) minimum requirements. Adhere to occupational safety and hygiene measures as outlined in the workplace. Uphold all agreements on occupational safety and hygiene stipulated in the Labor Contract or collective bargaining agreement.
Education: College or bachelor's degree in Business Administration, Economics, Accounting, Commerce or a related field.
Experience: At least 3 - 5 years in sales administration, sales coordination or a similar support role. Experience in B2B, manufacturing or construction materials and with SAP/ERP is an advantage.
Skills: Proficient in MS Excel (lookups, PivotTables, reporting), Word, PowerPoint and Outlook; comfortable working with SAP or another ERP system. Good document control and accuracy with numbers. Clear communication in Vietnamese; able to read and write routine work emails in English. Well organized, follows through, coordinates well with other teams, keeps information confidential and can manage several deadlines at once.