JOB DESCRIPTION
1. Contract Management & Administration
Draft, review, and submit contracts, contract appendices, and quotations for approval based on the requirements of the Sales Department.
Monitor the contract signing process and ensure that all contract documents are properly and systematically maintained and archived.
2. Payment & Documentation Management
Handle matters related to invoices, payment documents, and acceptance/handover records.
Coordinate with the Finance & Accounting Department to monitor customer outstanding balances and payment due dates.
Ensure that payments are processed accurately and on time, with all related information updated promptly.
3. Sales Data & CRM Management
Regularly enter and update customer and transaction information in the Customer Relationship Management (CRM) system.
Ensure that sales data is accurate, complete, and up to date for tracking, analysis, and reporting purposes.
Support the consolidation of sales data for internal use and management reporting.
4. Client Hospitality & Coordination
Research and make reservations at restaurants, dining venues, and other suitable locations for company and Sales team client meetings and business entertainment.
Select and purchase appropriate gifts and souvenirs for clients and business partners in accordance with approved budgets and business purposes.
Coordinate appointments, transportation, and other logistical arrangements for client meetings, business entertainment, and external relations activities.
Track and consolidate client entertainment expenses and handle reimbursement procedures in accordance with company policies.
5. Other Support Responsibilities
Perform other administrative and operational support tasks as assigned to ensure the smooth and efficient operation of the department and the company.
REQUIREMENTS
1. Experience & Knowledge
Experience in handling contracts, contract appendices, invoices, payment documents, and acceptance/handover records.
Experience in coordinating with clients and partners throughout contract signing, documentation, and payment processes.
Basic knowledge of sales and marketing, with the ability to consolidate data and prepare sales reports.
Experience in a Sales Support, Sales Admin, or similar position is preferred.
Detail-oriented, careful, and well-organized, with the ability to manage and maintain contract documents accurately and systematically.
Proactive, flexible, and a good communicator, with the ability to work effectively both independently and as part of a team.
Proficient in Microsoft Office applications, especially Excel, PowerPoint, and other productivity tools.
Good command of spoken and written English, with clear pronunciation and effective communication skills.
Enthusiastic, hardworking, and highly responsible.
Proactive and willing to learn, with a positive attitude toward continuous improvement and professional development.
BENEFITS
Minimum 13 months salary per year - not including other bonuses such as KPI bonus for work efficiency, project bonus and revenue bonus. We do performance review twice a year. You will work in a professional, dynamic and friendly environment.
VTI offer annual health check-ups and fully pay social insurance, health insurance and unemployment insurance premium following the Labor law.
We offer one vacation/company trip and 4 teambuilding trips per year for every employees, along with various entertainment activities including: Swimming Clubs, Yoga, Zumba, Kendo and music order via internal Radio channel.
Two MVPs will be rewarded with a free trip to Japan, Taiwan, Singapore, or else.
We offer variety promotion opportunities and chance to raising income for people with capacity, enthusiasm, and long-term commitment.
We offer free Japanese class at the company.
We provide training opportunities to help our people to improve their skills. We support our members to learn and get Cloud, AWS, PMF, PMP certification.
Working hour from: 08:30am to 05:30pm. From Monday to Friday.
