Company overview: Our Client, a European player in the energy transition with the strength of a diversified and combinable range of solutions, is looking for a Office Administrative for their business in Vietnam.
Position Overview: The Office Administrative is a corporate function with focus on Sales and Finance departments. Office Administrative includes Sales Support, Sales Administration, Sales Documentation, and other relevant tasks. As such, we are looking for an individual with notonly strong office admin management skill but also excellent soft skills with the highest professionalism.
Main responsibilities:
1. Main Support Tasks:

• RFQ /Offer management (according to requests and in coordination with sales staff): 
• Answer, record and follow all calls. For tenders record on follow up system 
• Help sales staff fill in sales forms on the files (Sales Go/No Go, Infocom, etc.)
• Prepare/send Purchasing / commercial documents for quotation or Enquiry.
• Provide back-office support while sales staff are on the road
• Assist sales staff with internal procedures (legal, insurance, engineering, etc.)
• Assist sales staff and proposal department (technical pre-projects) with tender deadlines.
• Contract documents: communicate with customers, distribute internally, file on SharePoint and hard copy to sales office.
• Support Procurement 

2. Sales administration:

• Telephone reception 
• Update computerized calendars for all the team 
• Handle travel reservations and expense reports for all the APAC team.
• Assist in the preparation of various types of documents (letters, contracts, presentations, etc.) as requested by sales staff.
• Office supplies
• Communicate with purchasing assistant to register invoices 
• Support with regards collections of all documents for order registration, Invoicing …
• Carry out internal and external procedures for certification, doc authentication, registration, legalization, etc.

3. Project qualification:

• Prepare qualification files for customers/projects, in collaboration with the relevant internal departments.
• Support on ISO 9001 and other qualifications 

4. Sales documentation: 

• Updating reference lists, general documentation, fact sheets, presentations, in collaboration with the communications department 
• Stockkeeping / renewal of sales documentation

5. Future developments 

• Assistance with commercial conditions studies: 
• Assist Sales Admin Manager/sales staff in establishing: 
•  Pre-project Cash Flow, Cancellation Curve, Credit, etc.
• Pre-project Planning
• Pre-project Payment Plan
• Assist Sales Admin Manager/sales staff in studying commercial conditions (T&Cs, Contracts, etc.)

Technical and Experienced Requirements

• Bachelor’s degree in Business Administration, Finance, or a related field preferred.
• 5 years of experience in sales support, administration, or a similar role.
• Strong organizational and multitasking skills with attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and SharePoint.
• Excellent communication and interpersonal skills.
• Ability to handle sensitive information with confidentiality.
• Experience with ISO 9001 standards and other certifications is a plus.
• Familiarity with procurement processes and travel management.
• Ability to work effectively in a team-oriented environment.

Soft Skills Required

• Strong problem-solving skills and ability to work under pressure.
• Flexibility to adapt to changing priorities and deadlines.
• Proactive attitude with a strong sense of responsibility and initiative.

Additional Requirements

• Willing to travel