Sales Administrator

Position

Job Purpose:

Responsible for back office, inventory and support activities, ensuring maximum cooperation to the sales team in the achievement of the store targets.

Key Responsibilities:

• To manage and supervise store operations administration and all related cycle, quarterly and annual, inventory activities.
o Notification of inventory date to team
o Investigate and report stock discrepancies

• To advice on all back-office activities such as data entry into the proper software system, product receiving at store, check between physical items received and invoice, incorrect product receiving management together with the regional logistics department.
o Receiving (her), CA will check the stocks and put into selling shelf and do data entry of goods receipt into internal POS system.
o Goods receipt discrepancies and report to RLC on delivery.
o Defective products report to AFSS. / RLC if beyond repair.
o Inter-transfer btw stores.
o Stock rebalancing and buy back

• To perform after sale service activities such as taking items to repair in charge from the sale staff, contacting repair centers, organizing item shipment to repair center.

• To perform weekly price tagging activities related to all items, from product receiving to reprising.
o Request price tags from RLC and tag to products with CA presence.

• Customer enquires on products/ pricing/ repairs/ exchange/ or transfer calls to CA.

• To contact IT/system suppliers in case of malfunctioning or damage to any hardware/software device.

• To contact suppliers/ vendors for any store maintenance issue providing prompt and provide update to the store manager. 
o Prepare maintenance report and tracking of completion deadline.

• To support and manage on all administration support and paperwork, employee events
o Security guard management
o Night work guard engagement
o Vendor
o Printer
o CCTV & Safe –maintenance
o Pest control – quarterly
o Carpet shampooing
o Lift maintenance/ Lighting
o Archive documents to storage warehouse
o Spring cleaning
o Petty cash management –issue payment, reconciliation
o Banking 
o Coordinate HR activities (store visit, employee engagement activities)
*above list is only a reference list only

• Instore Customer events support
o Onsite coordination of catering location in store on actual event 

• To support the CAs in packing/ payment in gift wrapping to complete the sales.

• To support uniforms order, issuance, alternation, collection/ returns and destruction of old sets of uniforms

• To prepare reports for Store Manager
o Usage of packaging for RLC (consumption report) on monthly basis and analysis on order for following months (based on store trend).
o Provide RLC quarterly update on Ordering and tracking of packaging items (submit to RLC)
o Month end sales report on sales 
o Monthly Leave (ROs, annual leave and other leave) report and planning
o CRM gifting report (by customers by gift/ month)
o Preparation of monthly briefing minutes

• Any ad-hoc duties and support as needed.
o Contact point for office and store.

Profile

Academic / Professional Qualifications:

• Fluent in Vietnamese and English.
• Meticulous and able to work in a fast-paced environment. 
• Knowledge of Luxury business 
• Understanding of store procedures and process
• Knowledge of CRM techniques and tools
• Knowledge of store operation applications (Beanstore, CRM, Sap etc.)
• Knowledge of Microsoft Windows

Key Interactions (Internal & External):
• Internal: Sales Staff, Store Manager, Support functions (IT, F&A, HR, AFS, RLC etc.)
• External suppliers/distributors (, Ferrari, vendors)
• Mall Management 

Required Competencies/ Traits required for the role
• Customer Orientation
• Flexibility & Adaptability
• Integrity & Trust
• Role Competencies