Sales Administration Coordinator

Sales Order & Contract Coordination: Upon quotation confirmation, Sales Admin will take full ownership of:
Drafting contracts and related documents.
Coordinating internal alignment (Finance, Legal, Service, etc.) and driving the approval process.
Preparing clear guidance and recommendations for Sales to communicate with customers, ensuring consistency and professionalism.
Order Processing & Tracking
Coordinate order processing from sales confirmation to delivery or sales request.
Track order status and follow up with internal teams (logistics, warehouse, etc.) to ensure timely delivery.
Update order status and maintain records in the system.
Documentation & Administrative Support
Draft standard documents such as official letters, notices, and correspondence based on Sales team requests.
Support preparation of contract appendices, amendments, and adjustment minutes when required.
Ensure all documents are properly recorded and archived in line with company procedures.
Certification & Supporting Documents
Support preparation of required documents such as CO (Certificate of Origin), CQ (Certificate of Quality) and other related documents.
Coordinate with internal teams and external parties to collect and complete required documentation.
Ensure documents are submitted on time as per customer or regulatory requirements.
Payment & Financial Coordination Support
Support follow-up of account receivable (AR) based on instructions from Sales/Finance.
Assist in preparing documents for refund requests to customers when required.
Support administrative procedures related to bank guarantees / performance bonds (e.g., preparing documents, coordinating with relevant parties).
Ensure documents are aligned with contract terms and company procedures.
Cross-functional Coordination
Coordinate with Sales, Finance, Supply Chain, and Logistics teams to support daily operations.
Assist in resolving routine issues related to orders, documentation, and customer requests.
Maintain clear and timely communication among stakeholders.
Reporting & Administrative Support
Prepare basic reports such as order tracking, contract status, and sales-related data.
Maintain and update data in internal systems (ERP/Excel tracking files).
Support team members with administrative tasks and ad-hoc assignments when required.
Take charge of other assignments of company when any, under direct Manager.
Yêu cầu:
Minimum 3–5 years of experience in a similar role at
B2B, Equipment, Machine, Spare Parts field.
Strong understanding of contract structure, company procedures, and basic legal/commercial terms
Good knowledge of sales processes and documentation
Strong organizational, coordination, and problem-solving skills
High attention to detail with strong accuracy
Proactive mindset with ability to handle internal negotiations and resolve issues independently
Strong ownership and ability to work effectively in a fast-paced environment
Good communication, teamwork, and customer handling skills (service-oriented mindset)
Proficient in Microsoft Office (Excel, Word)
Good English communication skills
Quyền lợi:
Yearly Bonus
Individual Healthcare for employee