Job Description

Sales Admin – Pod & Trading Support

Collect & Validate

Receive and review paperwork requests (contracts, appendices, NDAs, quotations, etc.). Ensure the accuracy and validity of information, signatures, templates, and supporting documents.

Process & Coordination

Prepare documents based on standard templates, including: Payment Requests, Purchase Requests / Purchase Orders (PR/PO), and Acceptance Minutes.

Coordinate the approval workflow between Pod/Trading teams and Back-office departments (Finance, Legal, Procurement), ensuring documents are processed in a timely manner and no requests remain pending.

Document Control

Maintain proper document storage following the company’s folder structure and naming conventions.

Master List Management

Maintain and update master trackers to monitor contract status, invoices, payment progress, and key deadlines.

Reporting & Process Improvement

Update weekly trackers on pending documentation and potential delay risks. Proactively propose improvements to streamline paperwork processes (e.g., checklists, templates).

Job Requirements

Skills & Knowledge & Qualification

• Experience
• 0.5 – 2 years of experience in Admin, Operations, Coordinator, or Document Control roles. Candidates with experience in Agency/Marketing environments are preferred.Hard Skills
• Proficient in Google Sheets / Microsoft Excel (basic filtering, Pivot Tables, Data Validation).
• Strong file organization and version control skills.
• Personal Attributes
• Highly detail-oriented and meticulous: comfortable handling repetitive documentation tasks while maintaining an accuracy level above 90%.
• Proactive with strong follow-up skills: service-oriented mindset and ability to track tasks and deadlines effectively.
• Confidentiality
• Strong sense of integrity and confidentiality when handling sensitive information related to contracts and financial data.

PMAX-er Identification

• Client Impact: Everything we do is ultimately to deliver real client impact and value.
• Innovation: Innovation is to drive change and innovative new ideas to create more values for clients, teams and society.
• People development: People development is to attract, develop, and retain the most talented people. Development is a responsibility, not a choice, of both the individual as well as the organization.
• Integrity: Integrity is to be honest and show a consistent and uncompromising adherence to what is right, even if it is at our own cost.
• Teamwork and fun: Teamwork and fun is the cooperative and collaborative effort of a team to achieve a common goal or to complete a task, and trying to build a joyful & enjoyable atmosphere for everyone.
• Extreme ownership: Extreme Ownership is the practice of owning everything in your world, to an extreme degree. Think of yourself as the owner of the company. It means you are responsible for not just those tasks which you directly control, but for all those that affect whether or not your task is successful.

Benefits

• Competitive salary range with quarterly & yearly incentives and 13th-month salary
• Flexible working time with 4 days working from home per month and 15 paid leaves per year
• Insurance as full salary (SHUI). (For official employees)
• Annual health check-up and Healthcare Insurance VNI for all employees. (For official employees)
• Laptop allowance or support for laptop purchase costs on an individual basis
• Internal training & career development opportunities, and external L&D budget sponsorship
• Team bonding budget quarterly, snack time to engage team members
• Quarterly, Yearly Recognition Gifts & Awards and gifts on special occasions (birthday, New year…)
• Holiday activities; Company trip; Year End Party; Company Birthday; Culture Day; Quarterly Town Hall.
• Other staff welfare allowances.