Administration Assistant - Tiếng Anh tốt

Sales Administration

• Prepare, issue and follow up customer quotations for hardware, projects and ad hoc requests.
• Assist the Sales Team with administrative support throughout the sales process.
• Create customer quotes using the quoting platform and convert approved quotes into invoices.
• Process signed quotations and establish customer contracts within business systems.
• Coordinate customer meeting schedules and ensure all required documentation is prepared.
• Maintain sales-related documentation and records.

 Customer Service

• Respond to customer enquiries via phone and email in a professional and timely manner.
• Investigate and resolve customer queries relating to invoices, contracts, licensing and service requests.
• Provide administrative support to ensure a positive customer experience.
• Liaise with customers, suppliers and internal stakeholders to facilitate efficient service delivery.

CRM & Database Management

• Accurately maintain customer information across all business systems.
• Update and manage customer records including:
  • Contact details
  • Products and services
  • Contract terms
  • Service agreements
  • Master Service Agreements
• Create new customer records and maintain database integrity.
• Develop and maintain service and customer category databases.
• Ensure all business information remains accurate, current and compliant.

Hardware Procurement & Licensing

• Process customer hardware orders from quotation through to supplier purchase.
• Confirm supplier availability and place hardware orders.
• Maintain supplier ordering records and procurement spreadsheets.
• Coordinate communication with internal teams regarding hardware deliveries.
• Process Microsoft 365 licence requests through approved vendors.
• Update licence registers and recurring billing records. 

Finance & Invoicing

• Create and issue customer invoices using Xero.
• Process invoices for products, projects and services delivered.
• Generate recurring service invoices.
• Maintain customer billing information and recurring charges.
• Assist with management of the Accounts inbox.
• Provide customers with invoices, statements and billing information as required.

Product & System Administration

• Maintain product information within internal ordering systems.
• Ensure product descriptions, supplier information and pricing remain accurate.
• Manage the product code creation and maintenance process.
• Support continuous improvement of business systems and administrative processes.

Office Administration

• Maintain shared administration and sales email inboxes.
• Coordinate office supply ordering including kitchen supplies, stationery and consumables.
• Assist with stock control and supplier ordering through approved vendors.
• Support general office presentation, including kitchen upkeep and shared office areas.

• Experience: 2+ years of experience in a combined Sales Admin, Operations, or Office Administration role (experience in IT / MSP / Tech distribution environments is highly regarded).
• Strong communication skills in English (both written and spoken)
• Software Proficiency: Hands-on experience with accounting software, CRM systems and database management.
• Customer Service Mindset: Polite, confident, and professional phone and email communication style.
• Basic Financial Literacy: Clear understanding of recurring billing cycles, invoices, statements, and purchase orders.