*** Performance objectives: Support sales team for below tasks:
Sales support to Sales team:
Check and prepare samples, sample board from oversea manufacturer, materials/ docs for mock- up room, tender docs (soft copy and hard copy)
Making Invoice report / Contract report / Inventory Report / Receivables Report in Excel file monthly
Photocopy, filling hard copy and scan soft copy docs for recording, tracking for sales team in professional manner and users’ friendly folder / path
Support on all docs printing, signing by DM, BOM then sending out to clients, subcontractor, AIM internal teams…
Able to use Microsoft Project to make progress project schedule when required
Able to email, communicate and follow up with Suppliers re price, freight, lead- time / stock confirmation before signing contract, making proforma Purchase order, Order Confirmation, Variation Order…
Prepare Quotation for small jobs / stock sales if urgent to support Sales team / DM
Able to use PP to do marketing materials, sales presentation
Prepare final revised Costing sheet, cashflow, check- list (for final stage / contract stage / revise if any)
Able to use ACU and/or Odoo CRM system from AIM to manager and keep tracking all data / figures online
Understand and know how to do pricing, shipment from oversea suppliers, local vendors / installers
Understand contract terms, make a Draft Contract with clients per AIM standard contract, contract check- list before signing official contract, Annex and submit to relevant stakeholders / clients
Check sample of local materials for sales team to submit for clients
Make Advance payment request and send to client, follow up with both clients and accountant team prior sending official signed PO to suppliers.
Keep tracking all information to dashboard required by DM, AIM
Working with Sub cons/ Installers / Local vendors:
Able to make a Draft / Final Contract with Subcon to follow up on contract terms, progress payment and project schedule together with salesman and Site team
Printing, sending contracts to Subcon / Local vendors and scan / upload to Share point / system to record
Coordinate with F&A, Salesman, Project regarding claim paperwork, documents when required
Coordinate and Follow- up related Logistics activities:
Preparing proforma PO, PO, revised PO per accountant request, submit relating docs for OC prior production / shipment
Photocopy, Scan, notarize, translate to Vietnamese and upload all compatible Shipping Documents to Team channel, Sharepoint…
Follow shipment with Logs team, inform ETD- ETA to sales team / clients / Site team
Coordinate with F&A department / Claim team for related tasks:
Provide status of receivables / aging inventory to sales team and update to Accountant every month
Keep tracking of Invoices and payment history to/from clients
Follow up with Payable accountant to prepare draft Bonds and push for final official Bonds are issued and send to Clients for payment (advance payment, performance bond, payment bond, warranty bond, etc.),
Prepare / Revise & submit documents for Subcontractor; report to Accountant team if any subcon&039;s payable issue to avoid delay in installation time.
Follow up with Claim Specialist and Site Team to get the final work done enable to provide sufficient information of products / installed quantity / timing for Project’s warranty form with Suppliers
Create “deducting goods” and send to accountant to clear pending sales after goods delivery and Invoices
Coordinate with DM/Accountant using/update Odoo to Send Sales Rolling forecast to accountant 2 times of months per Manager’s template
Create SO and send to accountant and warehouse for goods delivery to site
Working with QS / Project Team during project execution:
Getting signed- off BOQ from QS team to ensure updated figures for contract / PO stage as well as materials delivery stage
Scan and update Preliminary sheet, Products Sheet, docs to Team channel and Site Team when required
Coordinate with PM/ SS to provide solutions if any commercial issues related to sub- contractor which affect to project’s schedule
Coordinate with Project admin enable to provide a Materials Tracking Delivery Status (TDS), product information in needed
Coordinate with PM/SS to ensure the final Method of Statement (MOS), Project Schedule (PS), Shop drawings are online / upload to Team channel for all stakeholder’s use.
Coordinate with PM / Project team if any tools or equipment from suppliers needs to purchase related to installation, esp. with new products / new suppliers.
Send handover sheet on behalf of Sales team / Salesman to project team after signed contract when required
Warehouse management:
Check delivery cost from warehouse to client’s site to get approval in advance
Enable go to AIM’s warehouse in BRVT and HCM to double- check the status / qty of goods, equipment / tools when required (once or twice a year)
Provide label of product description in Vietnamese for inland transportation when warehouse needs
Coordinate with Logs team to provide goods’ information (size, picture, weight, MSDS)
Arrange goods delivery to site by coordinating with warehouse team leader and Project team
Together with warehouse team leader to double check on expired products, aging inventory/ items to propose a proper solution in write- off and helping clear warehouse space, collecting money to division as well as to avoid arisen cost without benefit to AIM.
