Sales Administrator (Dealer Operations)

Our client is a joint venture dedicated to accelerating Vietnam’s energy transition by investing in an end-to-end electric two-wheeler (E2W) mobility solution. They aim to deliver a seamless consumer experience powered by an integrated digital ecosystem.

The Sales Admin executes the day-to-day transactional backbone of the company’s dealer business — order processing, delivery documentation, invoicing support, credit and receivables follow-up, master data maintenance, and sales reporting.

• Process dealer orders in the ERP and DMS: order entry, validation against allocation and credit status, confirmation, and release to delivery.
• Coordinate delivery scheduling with Supply Chain, logistics partners, and dealers; track each order until goods receipt is confirmed.
• Verify proof of delivery for every unit — vehicle identification, customer acknowledgement, and supporting documents — before invoicing proceeds.
• Handle order amendments, cancellations, and delivery discrepancies, escalating exceptions with complete documentation.
• Maintain accurate records of vehicle identification numbers, stock status, and stock movement across the network.

• Prepare, check, and file sales documents: order forms, delivery notes, invoices, handover records, and warranty registration.
• Ensure every transaction carries complete and correctly coded information, including outlet and salesperson identification, before it is accepted into the system.
• Maintain dealer contracts, appendices, commercial terms, and authorization records in an organized and auditable form.
• Control document versions and retention in line with internal policy and audit requirements.
• Prepare documentation packages for internal audit, tax, and compliance review when required.

• Monitor dealer credit limits, outstanding balances, and overdue items; flag exceptions to the Sales Operations Manager and Finance.
• Prepare credit status reports and support the review of dealer payment performance.
• Follow up with dealers on collections, reconcile payments received, and clear open items together with Finance.
• Prepare supporting documentation for credit release requests; approval and release remain with Finance.
• Track deposits, prepayments, and settlement status by dealer and by order.

• Maintain channel master data in the system: dealer entities, selling points, users, territories, and status changes.
• Enter and validate daily sales and delivery data; identify and correct missing or inconsistent records at source.
• Support data consistency checks across ERP, DMS, and CRM, and escalate recurring or systemic data issues.
• Maintain product, price, and programme data in the system under the control of the Sales Operations Manager.
• Prepare master data and system access setup for new dealer and outlet onboarding.

• Prepare daily, weekly, and monthly sales, stock, and delivery reports from system data.
• Support the preparation of dealer commission, incentive, and trade programme statements.
• Collect and verify supporting documents for dealer claims, reimbursements, and programme settlement.
• Track programme spend and settlement status by dealer and by programme.
• Prepare working files and data extracts for management review and business planning.

• Act as the day-to-day operational contact for dealers on orders, deliveries, documentation, and settlement matters.
• Coordinate with Supply Chain, After-Sales, Finance, and Marketing to resolve operational issues affecting dealers.
• Support dealer training on ordering, delivery, and documentation procedures.
• Prepare materials and data for dealer meetings and business reviews.
• Support the Sales Operations Manager on process improvement, system testing, and ad hoc assignments.

• 3–6 years of relevant experience in sales administration, sales operations, order management, or commercial support
• Experience working with a dealer, distributor, or retail network is required
• Experience in automotive, motorcycle, EV, consumer durables, FMCG, or related industries is preferred
• Hands-on experience processing orders, deliveries, and invoices in an ERP system — Microsoft Dynamics 365, Odoo, or SAP
• Working experience with a Dealer Management System (DMS); familiarity with CRM systems such as Salesforce is an advantage
• Experience with serialized item handling (VIN or serial number tracking) is an advantage
• Experience supporting credit control, receivables follow-up, or dealer settlement processes
• Strong data entry accuracy and document control discipline
• Advanced Excel skills, including the ability to reconcile data from multiple sources
• Proficient in Microsoft Office, especially Excel and Word
• Able to follow a defined process consistently, and to escalate rather than improvise when a transaction is incomplete
• Good communication skills with dealers and internal teams
• Ability to manage high transaction volume and meet daily deadlines
• Experience in multinational companies, joint ventures, or start-up/growth-stage environments is a plus
• Good written and spoken English and Vietnamese

• Accurate and detail-oriented
• Disciplined and process-driven
• Organized under high transaction volume
• Proactive in flagging issues early
• Collaborative with dealers and internal teams
• Able to work under pressure and meet daily deadlines
• Willing to learn systems and grow in a dynamic business environment