1. 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)
- Check sample of local materials for sales team to submit for clients
- Support on all docs printing, signing by DM, BOM then sending out to clients, subcontractor, AIM internal teams…
- Understand and know how to do pricing, shipment from oversea suppliers, local vendors / installers
- Prepare final revised Costing sheet, cashflow, check-list (for final stage / contract stage / revise if any)
- Prepare Quotation for small jobs / stock sales if urgent to support Sales team / DM
- 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
- Make Advance payment request and send to client, follow up with both clients and accountant team prior sending official signed PO to suppliers.
- Photocopy, filling hard copy and scan soft copy docs for recording, tracking for sales team in professional manner and users’ friendly folder / path
- 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…
- Making Invoice report / Contract report / Inventory Report / Receivables Report in Excel file monthly
- Able to use ACU and/or Odoo CRM system from AIM to manager and keep tracking all data / figures online
- Able to use PP to do marketing materials, sales presentation
- Able to use Microsoft Project to make progress project schedule when required
- Keep tracking all information to dashboard required by DM, AIM
2. 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
3. Coordinate and Follow-up related Logistics activities:
- Preparing proforma PO, PO, revised PO per accountant request, submit relating docs for OC prior production / shipment
- Follow shipment with Logs team, inform ETD-ETA to sales team / clients / Site team
- Photocopy, Scan, notarize, translate to Vietnamese and upload all compatible Shipping Documents to Team channel, Sharepoint…
4. Coordinate with F&A department / Claim team for related tasks:
- 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.),
- 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 SO and send to accountant and warehouse for goods delivery to site
- Create “deducting goods” and send to accountant to clear pending sales after goods delivery and Invoices
- Keep tracking of Invoices and payment history to/from clients
- Provide status of receivables / aging inventory to sales team and update to Accountant every month
- Coordinate with DM/Accountant using/update Odoo to Send Sales Rolling forecast to accountant 2 times of months per Manager’s template
- Prepare / Revise & submit documents for Subcontractor; report to Accountant team if any subcon's payable issue to avoid delay in installation time.
5. Working with QS / Project Team during project execution:
- Send handover sheet on behalf of Sales team / Salesman to project team after signed contract when required
- Scan and update Preliminary sheet, Products Sheet, docs to Team channel and Site Team when required
- Coordinate with Project admin enable to provide a Materials Tracking Delivery Status (TDS), product information in needed
- Coordinate with PM / Project team if any tools or equipment from suppliers needs to purchase related to installation, esp. with new products / new suppliers.
- Coordinate with PM/ SS to provide solutions if any commercial issues related to sub-contractor which affect to project’s schedule
- Getting signed-off BOQ from QS team to ensure updated figures for contract / PO stage as well as materials delivery stage
- 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.
6. Warehouse management:
- 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
- Check delivery cost from warehouse to client’s site to get approval in advance
- Provide label of product description in Vietnamese for inland transportation when warehouse needs
- 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.
- 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)
