Service Support, Back Office

Sales & Service Administration

• Prepare, process, and manage sales quotations, proposals, service agreements, and related documentation.
• Ensure all sales and service documentation is complete, accurate, and properly filed in accordance with company policies.
• Maintain and regularly update customer records, pricing, and sales/service data in CRM and ERP systems (e.g., SAP, AXAPTA).

Order & Service Coordination

• Track and follow up on service orders, spare parts orders, delivery schedules, and invoicing status.
• Coordinate closely with logistics, finance, service engineers, and other internal teams to ensure timely and accurate order fulfillment.
• Act as a liaison between customers and internal departments to resolve issues and provide updates on service progress.

Customer Support

• Respond promptly and professionally to customer inquiries related to service orders, deliveries, and documentation.
• Provide timely updates on order status and service timelines to customers.
• Support customer satisfaction by ensuring clear communication and follow-through on commitments.

Reporting & Data Management

• Generate regular sales and service reports, including order tracking, backlog, and performance summaries.
• Assist in sales and service forecasting, budgeting, and data analysis as required by management.

Sales & Service Team Support

• Provide administrative support to the Sales & Service team, including travel arrangements, meeting coordination, and calendar management.
• Assist in organizing customer visits, service meetings, product demonstrations, exhibitions, and industry events.
• Support ad-hoc projects and initiatives related to service operations and commercial activities.

Other

• Perform other tasks and responsibilities as assigned by the Line Manager.

Education

• Bachelor’s degree in Business Administration, Engineering, Supply Chain, or a related field.

Experience

• Minimum 2–4 years of experience in sales support, service support, or customer service roles, preferably in an industrial, engineering, or multinational company environment.
• Experience working with ERP and CRM systems such as SAP or AXAPTA is highly preferred.

Skills & Competencies

• Strong administrative, coordination, and organizational skills.
• High attention to detail with the ability to manage multiple tasks simultaneously.
• Customer-oriented mindset with good problem-solving abilities.
• Strong communication skills in English and Vietnamese, both written and verbal.
• Proficient in Microsoft Office applications (Excel, Word, PowerPoint).
• Ability to work effectively in a cross-functional and multicultural environment.

Personal Attributes

• Proactive, reliable, and well-organized.
• Able to work independently as well as part of a team.
• Comfortable working in a fast-paced, matrix organization.