Supervisor, Sales Administration Support

Job Purpose:
As a Sales Administration Supervisor, this role will be responsible for providing general administrative support sales teams day-to-day operations and supply chain for the division. The job scope covers account receivables and account payables, sales contract, logistic, & inventory management as well as purchasing order management including tracking, monitoring, reporting and resolving discrepancies in operation with customers, and supporting manager in risk management.
Sales administrative supervisor activities with the objectives to facilitate department operations within established policies, procedures and guidelines.
Key responsibilities & Critical tasks:
Sales Contracts Management:
• Support Sales Contract process: checking contents of sales contracts and complete approval and monitor the sale contract procedure.
• Monitor creating salesman code, new customer code & vendor code process, TPI and re-new on time.
• Coordinate with other teams to follow up account receivable (AR) including down payment from the customer & complete request payment process as per sales contract.
• Check L/C and payment bond executed as guideline.
• Monitor account payable (AP) to arrange the payment to suppliers.
• Check, monitor & consolidate shipping documents to hand-over to the customer as per sales contract or present into the bank as L/C.
• Monitor shipment schedule to release delivery notice to the customer and complete customs clearance process including checking customs declaration & releasing import tax to deliver the goods in time.
• Check and control marine insurance for the goods.
• Ensure Transfer Duty Process to Sales & AE team on time & follow up with team members to update delivery time to AE & AFM have proper actions about installation, T&C according to the content of sales contract.
• Monitor team members ensure issue bonds as sales contract on time: advance payment bond, performance bond, warranty bond, others...
• Review reports: shipment forecast, cash flow, incentive payment, contract closed, other reports related to sales operation.
• Ensure archive documents of team performed as instruction
Purchasing Order Management:
• Prepare all procedures to execute purchasing order as per sales contract, company process & rules.
• Assessing & tracking orders to ensure the right order including price, quantity, specs, required documents, timely delivery & other requirements.
• Coordinate with logistic vendors, main supplier and team members to have proper shipment schedule & optimize loading matrix.
• Verification of Supplier's invoice, check Order Acknowledgements to ensure purchasing the right order.
• Maintain purchasing records / reports on order & costs including analyses, compare and evaluate offers from suppliers.
• Monitor vendor contract to complete TPI and re-new on time.
• Negotiate contract terms of agreement and pricing with vendor / main supplier.
• Maintain up-to-day databases of purchasing reports & monitor stock levels to place orders as need ensure proper inventory and adapt to business operation.
• Coordinate with other teams to complete hedge fund administration operation.
• Create specs / configuration.
• Check and manage purchase cost.
• Review in archive documents as instruction.
Project monitoring:
• Checking project information, feedback to sales, register and update related projects on SFDC program on time.
• Assist Sales Manager to check, provide more needed information for project (if requested).
• Cooperate with team members to check/update project.
• Support to create report/database from SFDC (if requested) on time.
• Monitoring letter of Authorization for projects issued on time.
• Monitoring necessary project information in SFDC program.
• Ensure filling all copy of authorization letter, supporting documents are related to project as requirements.
Logistic Supporting:
• Support day-to-day logistics operations for sales contract or stock ordering.
• Review customs declaration documents: check all information, monitor customs clearance process & perform payment duty on time.
• Liaise with internal parties: accounting, finance, management & external parties such as main supplier, haulage, carrier, central service, forwarders, warehouse to monitor customs clearance process, delivery the goods and documentation requirements.
• Be the contact person for all shipment arrangements and supervise team members solve issues.
• Collect reliable documents from the customer & vendor: hand-over receipt as per sales contract & condition of payment bond if any.
• Archive documents as instruction.
Warehouse Management:
• Track and monitor inventory and develop processes to maximize efficiency.
• Monitor receipt of goods, storing, delivery order, goods returns.
• Maintain record of receipts as well as issuance of the goods that are going out of the warehouse so as to ensure accuracy and completeness.
• Undertake the function of stock count and confirm the periodic stock on a regular basis by working closely with the designated staff members & warehouse's owner.
• Involved in directing and managing procedures related to offloading, packing and unpacking, issues related to quality product: missing, over shipping, rust, damage, ...
• Maintain warehouse lease contract and perform extension on time.
• Checking monthly inventory balance and costs.
• Review and monitor data in SAP.
• Archive documents as instruction.
Supports for Meetings / Ad-hoc Reports / Assignments:
• Support to team members.
• Coaching team members.
• Other assignments.
• Prepare scheduled and ad-hoc reports.
Take charge of other assignments of company when any, under direct Manager.