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 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 to meet customer queries and arrange deliveries efficiently. Set clear team goals, delegate tasks and set deadlines, oversee day-to-day operation.
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.
• 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, contract closed, guarantee/bond report, 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.
• 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.
• Collab 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:
• Assist
Sales Manager to check projects in SFDC, 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.
• Monitor Letter of Authorization (LOA) for projects issued on time
• Ensure filling all copy of authorization letter, supporting documents are related to project as requirements.
• Qualification University degree in Business administration or relevant field
• Minimum 5 years of working experience as Sales Admin Supervisor working with Sales team,
Assistant Manager, Team Leader or similar role.
• Communication Good listening, speaking, reading, writing in English.
• Good computer skills (Microsoft Office: Excel, PowerPoint...).
• Organized, strong time management and problem-solving skills
• Business Understanding Good at Commercial/ Sales Contracts, Sales Operation,..
• Discreet and respectful of confidentiality.
• Service mind with good customer handling skills.
