Sales Admin (SSR VINA Hubs) – Ho Chi Minh, Vietnam

Position: Sales Admin
Department: Sales Team
Reports to: Export Sales Manager / Board of Directors
Working Location: The Manor Officetel, 89 Nguyen Huu Canh Street, Thanh My Tay
Ward, Ho Chi Minh City

DESCRIPTION

1. Job Objective

Support all administrative and commercial activities of the Sales & Marketing Department, ensuring that sales processes, data management, documentation, quality control, and cross department coordination are carried out accurately, completely, and on time.

2. Job Responsibilities

Lead Management and Customer Support

• Receive and classify leads from Marketing (international and domestic).
• Proactively contact customers to consult and assess their needs.
• Assist in preparing quotations, contracts, and sales offer packages.
• Update CRM/Lark/MISA systems and track the sales pipeline and order progress.

Sales Support

• Coordinate with local sales teams to handle customer requests and finalize orders.
• Process confirmed orders including pricing, quantity, delivery schedule, and
documentation.
• Manage order fulfillment and logistics, including production tracking, QC, packing,
and delivery schedule.
• Check export documentation such as COA, packing list, and booking status.
• Conduct sales data analysis, revenue reporting, and monitor order KPIs by market.
• Perform price scouting and update market prices, raw material costs, and competitor
pricing.

Sales Administration – Factory Audit and Certifications

• Participate in factory evaluations, including production capacity, quality systems, and
operational processes.
• Assess certification compliance such as FSC, ISO, and Social Audit (BSCI/SMETA).
• Work with third-party inspection, audit, and certification agencies.
• Prepare quality documentation, commitment letters, and technical specifications for
customers.
• Support factory audits such as RESA, QSA, or customer-specific audits.

Support for International Sales and Sales Manager

• Upload documents to customer platforms such as MSI or similar systems.
• Prepare PI, PO, COA, catalogues, product images, and product samples.
• Assist foreign partners with visa arrangements, travel schedules, and work
arrangements when visiting Vietnam.
• Perform additional tasks assigned by the Sales Manager.

ISO Committee and Process Compliance

• Manage and update ISO checklists, forms, and sales-related documentation.
• Monitor compliance with sales, QC, production, and documentation procedures.
• Support internal ISO assessments and re-certification activities.

REQUIREMENTS

Education and Knowledge

• Bachelor’s degree in International Business, Foreign Trade, Export–Import, or
related fields.
• Knowledge of wood products and the wood industry (EU/US markets) is a strong
advantage.
• Solid understanding of Incoterms, export documentation, and logistics procedures.

Skills

• Good English communication skills (mandatory); Korean is a plus.
• Proficient in Microsoft Office and CRM/ERP systems (Misa, Odoo, Lark, etc.).
• Strong negotiation, persuasion, and customer-care skills.
• Detail-oriented, well organized, and capable of tracking work progress effectively.
• Experience with ISO, FSC, and Social Audits (BSCI/SMETA) is a strong advantage.

CANDIDATE BENEFITS

• Competitive salary based on capability and market standards.
• Monthly, quarterly, and yearly KPI performance bonuses based on work
performance.
• Holiday bonuses and year-end bonuses according to the company’s business
performance.
• Full participation in Social Insurance, Health Insurance, and Unemployment
Insurance in accordance with labor law.
• Allowances: lunch and phone allowance (if applicable).
• Annual salary review based on performance and KPI results.
• Professional export-oriented working environment with opportunities for career
advancement.
• Annual company trips and team-building activities.
• Training programs to enhance sales skills and professional development.