BENEFITS FOR YOU
- Competitive salary & commission: Attractive compensation package
- Annual bonus: Year-end bonus of at least 1 month’s salary (minimum)
- Insurance & other benefits: Social insurance, 24/7 advanced health insurance, birthday gifts, and more
- Team activities & events: Team building, sport activities, annual celebrations (e.g. year-end party, New Year party).
- Annual leave: 12 ++
POSITION OVERVIEW
The Sales Assistant supports the sales team by handling administrative tasks, managing sales documentation, tracking orders and deliveries, maintaining accurate customer records, and coordinating with internal departments. This role ensures smooth sales operations, timely communication with clients, and effective support for business growth.
KEY RESPONSIBILITIES
- Order Management & Delivery Coordination
- Review customer POs, acknowledge receipt and confirm orders within 2 working days.
- Send ordering information to Planning based on customers’ required delivery dates and quality requirements.
- Reconcile open POs with customers monthly and update them on inbound status.
- Confirm customer pick-up schedules and submit delivery requests, clearly communicating customer delivery requirements.
- Monitor stock; in case of late arrivals, alert Sales and propose solutions before responding to customers.
- Coordinate with the Warehouse and relevant departments to follow up on deliveries and resolve delivery issues.
- Work with Sales to clear aging stock.
- Supplier & Inbound Coordination
- Work with Procurement to confirm suppliers’ production plans, lead times, shelf life and capacity, and update customers accordingly.
- Track inbound shipments and expedite or postpone arrivals as required by customers.
- Update inbound status against customer orders and report non-conforming goods to Procurement and the Warehouse.
- Quotations, Contracts & Commercial Administration
- Prepare and issue quotations as requested by Sales.
- Coordinate contract drafting with Legal and Sales and follow up with customers until finalized.
- Handle customer issues on pricing, shrinkage and quality; obtain management approvals for invoice adjustments, returns and write-offs.
- Collect cost input from relevant departments and support Sales with product costing.
- Documentation, Technical & Project Support
- Compile product documents from suppliers and internal teams and provide them to customers as required.
- Monitor document validity (test reports, Halal, FSSC, etc.) and arrange timely renewals.
- Coordinate change notifications and keep customers updated.
- Raise and follow up requests in the internal system for new projects; prepare samples and document packages for Sales.
- Customer Service & Complaint Handling
- Act as the focal point for customer complaints: log them in the internal system and coordinate with relevant teams to ensure prompt and effective resolution until closed.
- Maintain an annual complaint log.
- Sales Data, Forecast & Records
- Support Sales in entering and reviewing customer forecasts in the internal system, flagging unusual changes to avoid overstock or shortages.
- Support Sales in preparing sales, inventory, project and other reports.
- Update projects, samples and new wins in the internal system as required.
- Maintain customer records systematically and confidentially.
- Administrative & Team Support
- Consolidate monthly team expenses and submit payment requests.
- Support Sales with customer gifts, market samples and sensory evaluation samples.
- Coordinate with Admin on business trips and team administration.
- Support sales events, exhibitions and company activities.
- Perform other tasks as assigned.
QUALIFICATIONS & SKILLS
Education & Experience
- Bachelor’s degree, preferably in Food Technology, Economics, Accounting or Business Administration.
- 2–3 years of experience as a Sales Assistant, Sales Admin, Sales Support, Customer Service or Order/Supply Chain Coordinator, or in an equivalent role.
- Experience in the food ingredients, flavors or food additives industry is an advantage.
Languages & IT
- Intermediate English or above; able to read technical documents and contracts and correspond with overseas suppliers.
- Proficient in MS Office (Word, Excel, PowerPoint), especially Excel (pivot tables, VLOOKUP).
- Hands-on experience with business systems such as ERP, CRM or Salesforce.
Skills & Competencies
- Good communication, negotiation and persuasion skills with customers, suppliers and internal teams.
- Strong teamwork and cross-functional coordination.
- Problem-solving skills and ability to prepare accurate reports and sales documents.
- Good organizational, multitasking and time management skills.
- Detail-oriented, proactive and hardworking.
- Honest and reliable.
CONTACT
Email: hr@simvn.biz
