Job Description

Sales Assistant

Location: Ho Chi Minh City, Vietnam

Workplace Type: Hybrid

About the Role

The Sales Assistant provides day-to-day administrative, operational, and coordination support to the business development team and the broader sales team to ensure smooth execution of our client’s sales and channel development activities.

This role will support sales operations, dealer/ channel coordination, internal reporting, meeting preparation, document management, and cross-functional follow-up. The Sales Assistant plays an important role in helping the sales team maintain strong execution discipline, timely communication, accurate sales data tracking, and effective coordination with internal and external stakeholders.

The ideal candidate is highly organized, detail-oriented, proactive, and able to work effectively in a fast-paced business environment.

Key Responsibilities

1 - Sales Team Coordination & Administrative Support

• Provide day-to-day administrative and coordination support to the sales team.
• Manage calendars, meeting schedules, internal follow-ups, and business travel arrangements where required.
• Prepare meeting agendas, take meeting minutes, and track follow-up actions to ensure timely closure.
• Support organization of sales meetings, dealer meetings, business reviews, workshops, and other commercial activities.
• Maintain proper filing and documentation of sales-related materials, contracts, reports, and correspondence.

2 - Sales Reporting & Data Support

• Support the preparation of regular sales reports, dashboards, and updates for management review.
• Consolidate sales data from different sources and ensure reporting accuracy and timeliness.
• Assist in tracking sales performance, channel progress, dealer onboarding status, and other key business metrics.
• Maintain organized records of sales forecasts, targets, actual performance, and pipeline updates.
• Coordinate with relevant teams to collect required data and input for management reporting.

3 - Dealer/ Channel Coordination

• Support communication and coordination with dealers, distributors, and channel partners on routine operational matters.
• Help track dealer onboarding progress, documentation status, contract follow-up, and related sales support activities.
• Coordinate with internal teams to support dealer setup, launch readiness, promotional programs, and routine issue resolution.
• Assist in managing dealer contact lists, communication records, and channel-related documentation.
• Support preparation of materials for dealer engagement, business review meetings, and channel development activities.

4 - Internal Cross-Functional Coordination

• Liaise with internal departments such as Operations, Supply Chain, Finance, Marketing, Customer Service, and Business Development to support sales execution.
• Follow up on cross-functional action items related to product availability, customer orders, promotional activities, pricing updates, channel readiness, and aftersales coordination.
• Help ensure timely communication of sales-related information across relevant teams.
• Support coordination of internal approvals, documents, and workflow related to commercial activities.

5 - Document Preparation & Commercial Support

• Prepare and format presentations, meeting materials, business updates, and commercial documents for internal and external use.
• Support preparation of sales proposals, dealer communication materials, basic commercial summaries, and other documentation as needed.
• Help maintain templates, trackers, and working files used by the sales team.
• Ensure proper record keeping and version control of sales documents and reports.

6 - Process Tracking & Execution Support

• Track key milestones, deadlines, and action items related to sales and distribution activities.
• Help monitor progress of key initiatives and flag delays or issues to the Sales & Distribution Director.
• Support implementation of sales processes, administrative routines, and reporting discipline across the team.
• Assist with special projects and ad hoc tasks assigned by the Sales & Distribution Director.

Required Skills & Qualifications

Qualification & Experience

• 2–5 years of relevant experience in sales coordination, sales administration, commercial support, or assistant roles.
• Experience supporting a sales team, channel team, or business function in a fast-paced environment.

Skills & Competencies

• Strong organizational and coordination skills.
• High attention to detail and accuracy.
• Good data handling and reporting capability.
• Proficient in Microsoft Office, especially Excel, PowerPoint, and Word.
• Good communication and interpersonal skills.
• Ability to manage multiple tasks and deadlines effectively.
• Proactive, reliable, and able to work independently with minimal supervision.
• Strong follow-up and execution discipline.
• Comfortable working across cross-functional teams.
• Good written and spoken English and Vietnamese.

Personal Attributes

• Organized and disciplined.
• Proactive and responsive.
• Detail-oriented and accurate.
• Positive and collaborative.