Sales Admin (Dealer Operations)

Company overview: a strategic partnership combining advanced lubricant expertise with electric mobility innovation to develop next-generation fluids and solutions for electric two-wheel vehicles.

The Sales Admin executes the day-to-day transactional backbone of company’s dealer business — order processing, delivery documentation, invoicing support, credit and receivables follow-up, master data maintenance, and sales reporting.
This role works primarily inside company’s ERP, Dealer Management System (DMS), and CRM. It is responsible for ensuring that every transaction entering these systems is complete, correctly coded, and properly documented before it moves to the next step, and that exceptions are escalated with full information rather than worked around.
The ideal candidate is highly accurate, disciplined with documentation, comfortable working inside systems rather than in spreadsheets, and reliable under high transaction volume.

1. Order Processing & Delivery Administration

• 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.

2. Sales Documentation & Dealer Records

• 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.

3. Credit Control & Receivables Support

• 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.

4. Sales Data & Master Data Maintenance

• 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.

5. Reporting & Settlement Support

• 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.

6. Dealer & Cross-Functional Coordination

• 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.

Qualification   

• 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

Personal Attributes

• 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

 

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