ASSISTANT OPERATION EXECUTIVE

Sales Support:

Reports sales & stocks: 

• Update weekly sales report to G 
• Update sales report daily, weekly, monthly, and quarterly report, collect the report sales from Z to sales team.  
• Update stock VNNAV (stock in office), SGVN (stock in Singapore) and shipment requested to Z for sales team. 
• Update sales report quarterly to per team and remind them to confirm the achievement.
• Update sales achievement to G for potential customers. 
• Update Vietnam Cycle Meet per quarter to G before the meeting date.
• Update Promotion Program offered by G.
• Track all promotion programs.
• Other supporting tasks to be assigned by G & sales team. 
• Hospital listing document: 
• Work with salesperson for their requirement documents and inform Z/ Sang/ Phyto for listing process at government hospitals. 
• Update files excel Tender Price to Hospital for internal tracking.
• Contact person from Z to process the document with hospitals: 
• Update the product list to Z tender.
• Follow up the process of listing and update to sales team.
• Send listing price list to Z as requested from sales team, check the file to ensure all information are correct (price/ license number)

Inventory Task: 

• Collect the hand carry requirement and send to get approval by G on 10th (actual Free Goods claimed for sales previous month) and 20th (forecast stock for Free Goods following month).
• Update all sheets to get the final list hand carry, get approval by G.
• Remind sales team to submit their Free goods list from 5-8th for your checking because your deadline is 10th of the month.   
• Follow the limit stock holding to order more or skip the order, work with D before confirming any the ordering under Vietnam.
• Request new shipment based on the confirm quantity from sales team. 
• Free Goods/ Stock in and out: 
• Collect Stock Request Form (SRF) by sales team. 
• Fill in the SRF to sheet [Stock Out] – check the correct code and name at the sheet [Office Stock]; the hand carry received to sheet [Stock in] and update on the sheet [Office stock] with correct batch and expiry.
• Manage hardcopy of FOGs returned, Sample office Returned – Mr. K will help to track and keep the hardcopy. To ensure all documents should be collect back when release any product.
• Report stock, confirm order and forecast in the office meeting with G 2 times/month.
• Check all of forms, FOG, Sample sales submitted by salesperson to ensure all are approved. 
• Check the submitted form from Hanoi team with sales report in the month. Check the investment fee by month end of Hanoi team before passing to N.

SAP system: 

• Raise all SOR and SOS, purchase order, stock transfer on the SAP, ensure to choose correct bath and lot. 

IV: Warehouse: 

• Work with K to manage the stock in and out. 
• Stock count end of the month and ensure the physical stock match the report & SAP stock balance.
• Manage part timer if any for sticking inner and outer label.

V: Other office supports: 

• Pick up the phone, answer and give information about products for customers
• Check all airway bills of Saigon post by month end 
• Order office stationery as needed
• Order office pantry, drinking water
• Double check bank voucher- go to bank with N
• Name card printing for new staff 
• Support D task as D is on annual leave
• Other tasks assigned as needed

• 2-3 years of experience in the same position
• English: fluent in both writing and speaking
• Personality: careful