Executive, Sales Administration Support

7 months ago


Ho Chi Minh City, Vietnam DKSH Full time

**Location**:Ho Chi Minh, VN, VN**Job Function**:Business Support**Requisition Number**:154451**Description**:
**Job Summary**
- This role will be responsible for providing general administrative support sales team’s 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 supervisor in risk management.

**General Responsibilities**
1. Sales Contracts Management:

- Support Sales Contract process: checking contents of sales contracts and complete approval and monitor the sale contract procedure.
- Coordinate with other teams to create new customer code & vendor code
- 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 drafts of L/C and payment bond
- 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.
- 2. Purchasing Order Management:

- Prepare all procedure 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 requirement.
- Coordinate with logistic vendor, main supplier and team members to have proper shipment schedule & optimize loading matrix.
- Verification of Supplier’s invoice to ensure purchasing the right order.
- Maintain purchasing records / reports on order & costs including analyses, compare and evaluate offers from supplier.
- 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 report & monitor stock levels to place orders as needed ensure proper inventory and adapt to business operation.
- 3. 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 member to check/update project
- Support to create report/database from SFDC (if requested) on time.
- Prepare letter of Authorization for projects on time
- Monitoring necessary project information in SFDC program
- 4. 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 duty payment on time.
- Liaise with internal parties: accounting, finance, management & external parties such as main supplier, haulage, the carrier, central service, forwarders, warehouse to monitor customs clearance process, delivery the goods and documentation requirements.
- Be the contact person for all shipment arrangements.
- 5. Warehouse Management:

- Track and monitor inventory and develop processes to maximize efficiency.
- Preparing and monitoring receiving, storing, issuing the goods.
- 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.
- Maintain warehouse lease contract and perform extension on time.
- Checking monthly inventory balance and costs

**Functional Skills and Knowledge**
- Minimum 7 years of working experience as a Purchasing Officer, Logistic Coordinator or Executive Sales Admin Staff working with Sales team or similar role.
- Good listening, speaking, reading, writing in English.
- Good at Commercial / Foreign trade knowledge: Incoterms including L/C, sales
- contracts, Account Receivable (AR), Account payment (AP),.
- Familiar with basic financial metrics (Margin, Account receivable...)
- Understanding of supply chain procedures / SOP.

**Education**
University degree in foreign trade / business administration / Supply Chain or relevant field

**Why It’s Great to Work at DKSH**

**Why It’s Great to Work at DKSH**
- At DKSH, we are driven by a purpose that goes beyond the ordinary: enriching people's lives. Through the products and services we provide, DKSH positively impacts millions of lives everyday. Join our team where entrepreneurship meets flexible work



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