Senior Sales Administrator

Career that change Lives
A seasoned individual contributor to provide administrative and analytical support to the sales function such as preparing sales and/or expense forecasts, budgets and quotas; coordinating sales meetings; etc.

A day in the Life
- Sales and Business Support
• Order management: Oversee ordering process, from assisting distributors with order preparation to release of orders from regional warehouse
• Distributor agreements: Manage appointment of new distributors and renewal and amendment of existing distributors agreements
• Forecasting: Coordinate with distributors, BU managers and the planning team to forecast expected demand
• Pricing: Assist business manager in the preparation and release of price quotations and annual price review
• Quality and product concerns: Assist the sales team and distributors with any product complaints, field corrective actions, or warranty issues
• Product samples: Monitor ordering and release of product samples
• Business intelligence: Coordinate submission of data with distributors and provide sales and inventory reports to the business unit managers and the country manager
- Finance support
• Invoicing and accounts receivables: Ensure that orders are invoiced and payments from distributors are received in a timely manner
• Credit release: Coordinate with the regional credit team to obtain release of credit hold for shipments
- Sales Operations - Process Improvement
• Continuous Improvement: Evaluate internal processes and setup processes where there is none or identify and improve existing process
- Logistics and Local Importation (Future)
• Shipment preparation: Monitor release of shipments from warehouse and delivery to the Vietnam
• Customs clearance and delivery: Ensure that shipments clear customs and are delivered to distributors




 
Detailed List of Tasks

Sales and Business Support
- Order management
• Assist distributors in preparation and sending of purchase orders
• Coordinate with customer service and other relevant parties in clearing any issues with purchase orders received, including pricing and regulatory issues
• Monitor allocation of orders and provide regular reports on order status to the MITG BU Director
• Inform customer service of which allocated orders to release to the warehouse
• Follow-up on COO/COQ for all shipments and ensure distributor receives the documents in a timely manner

- Distributor agreements
• Initiate new distributor appointments and renewal and amendment of current agreements in the distributor appointment system (Livelink)
• Gather the necessary data for input into the system
• Follow-up with distributors on the necessary supporting documents required for appointment
• Coordinate with the regional distribution management team on the timely release of the agreements
• Manage the LOA process to ensure the distributors renew import license without lapse
• Assist the MITG BU Director and the business unit managers in providing the distributor agreement, technical service agreement, and the letter of authorization for all active distributors
• Follow up with distributors for the signed agreements

- Forecasting
• Coordinate with distributors and the sales team to forecast expected demand
• Compile forecast from the business units and submit to the regional planning team
• Attend monthly forecast review with regional planning team

- Pricing
• Assist business managers in preparation of margin analysis
• Assist business managers in inputting quotations into Vendavo
• Prepare price quotations as instructed by business unit managers
• Coordinate with the regional pricing team on exporting, application and validity of price quotations
• Monitors changes in the price lists of distributors and update prices on an annual basis or as necessary
- Quality and product concerns
• Coordinate with the sales team, distributors and the regional quality team to ensure product complaints, field corrective actions and warranty claims are processed in a timely manner
• Work with distributors to collect the necessary data and supporting documents for each product claim, and to organize and shipping of defective products back to the regional warehouse

- Product samples
• Order samples from the region as instructed by business unit managers
• Release samples to sales team
• Monitor samples available in the stockroom, including a periodic manual count of existing stocks
• Collect and track sample evaluation

- Business intelligence & Process Improvement
• Coordinate with regional distribution management and local operations team on setup and training of new distributors in the distributor information system (DIS)
• Coordinate with local operations team on monthly DIS submission of sales out and inventory reports from distributors
• Provide weekly sales out and monthly sales in reports to the sales managers and the BU director
• Generate monthly inventory and sales out reports for each distributor
• Use SDFC tool to help report activities and improve sales force efficiency
• Evaluate internal processes and setup processes where there is none or identify and improve existing process
• Coordinate and provide global sales report (GSR) to the BU director and BU managers

- Other sales support
• Assist the sales team in issuing POs and logistical coordination for marketing and PACE events
• Coordinate approvals for tenders LOA for distributors

Finance support
- Invoicing and accounts receivables
• Ensure that invoices for all deliveries are sent to distributors
• Monitor accounts receivables for distributors and ensure timely payment to minimize credit-related concerns
• Coordinate payment application with local finance team
• Work with distributors and the local finance team on up-to-date payment plans
• Coordinate with the regional credit team to obtain release of credit hold for shipments
• Prepare credit adjustment forms (CAF) for incorrect shipment quantity and work with CS team on the adjustments

Must Have (Minimum Requirements)
Requires advanced knowledge of job area combining breadth and depth, typically obtained through advanced education combined with experience.

Requires a University Degree and minimum of 4 years of relevant experience, or advanced degree with a minimum of 2 years relevant experience.

Nice to Have
Autonomy: Seasoned individual contributor.
Works independently under limited supervision to determine and develop approach to solutions.
Coaches and reviews the work of lower level specialists; may manage projects / processes.

Organizational Impact: May be responsible for entire projects or processes within job area.
Contributes to the completion of work group objectives, through building relationships and consensus to reach agreements on assignments.

Innovation and Complexity: Problems and issues faced are difficult, and may require understanding of multiple issues, job areas or specialties .
Makes improvements of processes, systems or products to enhance performance of the job area.
Analysis provided is in-depth in nature and often provides recommendations on process improvements.

Communication and Influence: Communicates with senior internal and external customers and vendors.
Exchange information of facts, statuses, ideas and issues to achieve objective, and influence decision-making.

Leadership and Talent Management: May provide guidance, coaching and training to other employees within job area.
May manage projects, requiring delegation of work and review of others' work product

- Healthcare Insurance for you and your family
- Extensive training and development programs
- Flexible working

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