Reports to General Director or his delegates
Job Purpose (why does the job exist?):
To insure that we provide service, increase sales and profits short and long term by providing controlled out and ingoing information from sales & marketing as well as support the Managing Director with information by analyzing existing as well as new markets and prepare all relevant reports on time.
Key Job Activities:
1. Marketing:
• Keep existing and new customer information (corporate name, contact name, address, tel. /fax, email) up-to-date in the computerized Customer File list.
• Keep existing, potential and non-active customers aware of the division’s products, informing them of new, enhanced and discontinued items through personal contact, telephone, individual and broadcast e-mails and mailings, referrals to Websites, etc.;
• Assist in preparations for, and/or participate in trade fairs and other customer/agent activities to sell products. This includes coordination of samples, equipment, and supplies to be sent; coordination with exhibition representatives about booth space and contract issues and all associated paperwork; assistance in following-up on loading and shipment of the containers, etc.;
• Assist in the customer’s preparation of our own &customer’s marketing materials;
• Identify, contact and introduce new customers for approval;
• Keep the showroom stocked, orderly, presentable and professional at all times – control in and out documents. Arrange, custom prepare and control the appearance for customers visit.
• Manage and Host customer/agent visits to the showroom;
• Assist in coordinating catalogue production. This can include helping to order samples, arranging location, and other support, which the product development department requires, photographing and so on.
2. Sales:
• Control and monitor all in and out going correspondence to and from Customer Account Manager (CAM). Guide and train CAM to follow protocol and common sense providing the customer with professional service and timely information. Identify individual customer’s needs; up-sell and cross-sell, working with another division as appropriate;
• Recommend customers for membership on the Company Website;
• Prepare offers/quotations (Proforma Invoice) per the approved pricing list, seeking prior approval for variances;
• Sign off on all quotes PI’s invoices before sending out;
• Make special offers, as approved, for uncommitted warehouse items;
• Calculate and submit for approval prices for customer’s quotations and new products for pricelist.
3. Follow-through and customer service:
• Keep customer informed of the progress of goods under the PI, interacting with finance, production, shipping, export etc. by email and/or by phone/fax and Skype;
• Ensure all responses to questions from customers are provided, within agreed timetables.
• Implement and monitor staff to be at the loading site for their order. To make sure that all requests from customer are follow 100%
4. Collections:
• Ensure standard collection terms are clearly documented and completely understood when the PI is issued, seeking prior approval any change in standard terms
• Ensure that Export receives full and correct data needed for Letters of Credit and drafts of the PI; approve PI’s within authority limits.
• Ensure deposits are made and balances are paid before delivery dates.
5. Reports:
• Issue weekly Sales process report (TO DO LIST), and Monthly Sales Report, according to the established format;
• Analyze data and provide analysis and recommendations.
6. Paper and electronic working and historical files:
• Ensure the Company files are always up-to-date for any outstanding orders and collections;
• Ensure specifications and prices for all designs are on file with the IT database administrator.
7. Other assignments as determined by manager.
• 5 years professional administration and sales experience in preferable furniture manufacturing industry.
• Vietnamese and English in writing and verbally at translation/interpreter level.
• Proficient in Microsoft Office Word, Excel, Power Point.
• Strong management skills and leadership
• Strong in interpersonal skills with Vietnamese and foreigners
• Strong skills in communicator and negotiator – focused, concise, friendly;
Able to work beyond normal office hours as need arises (normal office hours are 8AM to 5PM Monday through Friday; from home 8AM to 12 noon Saturday; all excluding public holidays) or when customers visit or attempting tradefairs.
