Sales Admin Executive

1. Customer Support & Communication
   Receive, respond to, and follow up on customer inquiries in a timely and professional manner.
   Support Sales/Business Development teams in coordinating customer requests, project updates, sample status, quotation status, order status, and delivery information.
   Maintain clear communication with customers regarding samples, quotations, orders, delivery schedules, documents, and payment status.
   Ensure customer requests are properly recorded, assigned, followed up, and closed within the agreed up on timeline.
2. Sample Request Coordination
   Receive and process sample requests from Sales/Business Development, customers, or internal project teams.
   Coordinate with R&D/Application, Supply Chain, and suppliers to prepare and dispatch the correct samples on time.
   Track sample status, delivery progress, customer receipt, and feedback follow-up.
   Ensure all samples are properly recorded with product name, sample code, quantity, customer name, purpose, responsible owner, and sending date.
3. Quotation & Commercial Document Support
   Prepare and issue quotations in accordance with approved pricing, margin, payment terms, and company policies.
   Coordinate with Sales/Business Development, Supply Chain, and Finance to confirm price, MOQ, lead time, stock availability, delivery terms, and payment conditions before sending quotations.
   Prepare and track commercial documents such as contracts, MOUs, sales agreements, annexes, and customer forms.
   Ensure all quotations and commercial documents are accurate, updated, properly stored, and traceable.
4. Order Processing & CRM Management
   Process customer purchase orders and create sales orders accurately and on time.
   Check order details, including customer information, product code, quantity, unit price, delivery location, payment terms, and required documents.
   Update customer interactions, sample requests, quotations, order status, delivery status, and follow-up notes in the CRM system.
   Ensure CRM data is complete, accurate, and available for reporting and pipeline tracking.
5. Delivery & Logistics Coordination
   Coordinate with Supply Chain, Warehouse, Logistics, and Sales/Business Development to monitor order fulfillment from stock checking to delivery completion.
   Follow up on delivery schedules and inform customers/Sales teams of any changes, risks, or delays.
   Support the preparation of delivery documents, including delivery notes, invoices, COAs, and other quality documents requested by customers.
   For international orders, coordinate with Supply Chain to support export/import documentation and shipment follow-up where required.
6. Invoicing & Payment Follow-up
   Coordinate with Finance to issue invoices accurately and on time.
   Follow up on payment status according to agreed payment terms.
   Track overdue payments and coordinate with Sales/Business Development and Finance to resolve payment issues.
   Support monthly debt reconciliation and customer payment documentation when required.
7. Customer Data & Document Management
   Maintain and update customer profiles, contact persons, delivery addresses, payment terms, contracts, and related documents.
   Ensure all customer, order, quotation, contract, and delivery documents are properly filed and easy to retrieve.
   Support internal audits, reporting, and document requests from Sales, Operations, Finance, or Management.
   Maintain confidentiality of customer information, pricing, contracts, and project data.
8. Cross-functional Coordination
   Work closely with Sales/Business Development to ensure customer requirements are clearly communicated and followed up.
   Coordinate with R&D/Application and Technical Project Management for sample, trial, and project-related requests.
   Coordinate with Supply Chain for stock, lead time, shipment, quality documents, and delivery status.
   Coordinate with Finance for invoicing, payment tracking, credit status, and debt follow-up.

Yêu cầu ứng viên

• Bachelor’s degree in Business Administration, International Business, International Trade, Supply Chain, Food Business, or related fields.
• Minimum 2 years of experience in customer service, sales support, business operations, supply chain coordination, or B2B customer management.
• Experience in food ingredients, cosmetics, nutrition, OEM/ODM, import-export, or specialty ingredients industry is an advantage.
• Good understanding of quotation, order processing, delivery coordination, invoicing, payment follow-up, and commercial documentation.
• Proficient in Microsoft Office and CRM systems.
• Good communication skills in Vietnamese and English, both written and spoken.
• Detail-oriented, proactive, well-organized, and able to handle multiple tasks in a fast-paced environment.
• High sense of responsibility, accuracy, confidentiality, and customer service mindset.
• Able to coordinate effectively with internal teams, customers, and suppliers.

Quyền lợi được hưởng

• Competitive salary package.
• Annual leave, birthday leave, birthday gifts, holiday bonus, tenure bonus, and employee care policies.
• Health care benefits, company trip, happy hours, and internal engagement activities.
• A dynamic and collaborative working environment within a growing specialty ingredient solutions company.
• Opportunity to work with international suppliers, strategic customers, and cross-functional teams.