About This Role
This role owns the operations desk between the company and its dealer network for both demand and supply planning, stock allocation, order-to-cash, dealer and workshop master data, after-sales administration, programme settlement, and the dealer scorecard. It runs the Sales Admin and Service Admin as a single back office, ensuring processes are built into the company's ERP, DMS, and CRM systems.
Responsibilities
- Run the sales and inventory planning cycle, including retail, wholesale, and stock per SKU per sales point, consolidation, arbitration, and supply call-off recommendation with Supply Chain
- Maintain rolling demand forecasts by dealer and point; measure and improve forecast accuracy over time
- Monitor stock cover, stock ageing, and replenishment triggers across the network; flag exceptions
- Prepare the quarterly target proposal for the Director and planning inputs for monthly and quarterly reviews; chair the weekly trade meeting and the monthly S&OP
- Own stock allocation to dealers and points under fair-share and scorecard-tier rules, including priority handling under supply constraint and transfers between territories
- Own the order-to-cash process end to end: dealer order request, sales order creation, machine approval, VIN allocation FIFO, payment instruction, PDI request, release record, invoice, dispatch, receipt
- Run consignment placement, conversion, count, and recall, and the dealer stock return process
- Work with Finance on the debt gate, payment modes, and bank guarantees, ensuring separation of duties
- Ensure transactional discipline: complete documentation, accurate records, properly logged exceptions
- Run the after-sales administration through the Service Admin: claim intake and documentation check, monthly OEM claim batch, reconciliation, weekly payment report, parts desk (dealer parts orders keyed into the DMS), registers (technician certification, bulletins, retention, recall per VIN), and goodwill intake
- Agree and meet after-sales service levels set with the Aftersales Manager: claim batch timing, payment report cycle, VOR order handling, recall tracking
- Keep the line boundary: operations keys and runs deadlines; claim adjudication, parts configuration, prices, and approvals stay with the after-sales line
- Provide cross-cover between Sales Admin and Service Admin to prevent a single point of failure
- Own channel master data at three levels (legal entity, selling point, user), including point type (1S, 2S, 3S), territory, capabilities, service partner links, and lifecycle status
- Give commercial acceptance to new dealers and workshops (1S and 3S after Sales Admin review; 2S after Aftersales Manager's capability acceptance) and activate points on the single onboarding gate
- Compute, lock, and publish the dealer scorecard on the monthly cycle from locked figures, including after-sales values supplied by the Aftersales Manager
- Administer portal accounts and credentials under two-person control; approve point changes with the Director
- Coordinate with Area Sales Managers and the after-sales team on point openings, changes, and closures
- File and publish approved promotion programmes (vehicle and parts), attach programme codes to orders, and run settlement packs to VIN and invoice level with Finance
- Compute and issue dealer commission, incentive, and programme statements from verified delivery data; track programme cost per unit against budget
- Administer the dispute, adjustment, and settlement process with dealers
- Own one set of operational KPI definitions and reporting cadence; reconcile figures across ERP, DMS, CRM, and reported results to one version of the truth
- Prepare monthly and quarterly performance packs and ad hoc analysis for the Director
- Act as business owner for the operational modules of ERP, DMS, and CRM: order-to-cash, allocation, channel master data, parts desk, claims administration, settlement, and scorecards
- Translate operating processes into system requirements, acceptance criteria, and user acceptance test scripts; lead testing, go-live support, and stabilisation with the Business Systems Manager and vendors
- Run the manual bridges between systems during the first phase (second-copy entries, reconciliation) and retire them as integrations go live
- Maintain process documentation, forms, parameters, and control rules; drive continuous system improvement
- Ensure operating rules are enforced by the system rather than by manual routine
Requirements
- 6-10 years in sales operations, commercial operations, or distribution management, including at least 3 years in a dealer, distributor, or franchised channel environment in Vietnam
- Experience in automotive, motorcycle, EV, consumer durables, FMCG, or related industries is preferred
- Proven ownership of a sales and inventory planning cycle (PSI or S&OP), stock allocation, and sell-in / sell-out reporting for a multi-outlet network
- Experience running or supervising an after-sales or warranty administration desk (claim batches, parts orders, registers) or a comparable transactional back office to deadlines
- Hands-on experience with ERP systems (Microsoft Dynamics 365 (F&O or Business Central) or Odoo) covering order-to-cash, inventory, and serialized item handling; equivalent depth in SAP or Oracle is accepted
- Hands-on experience with a dealer management system and a CRM (Salesforce or equivalent), including lead lifecycle, routing rules, and integration with transactional systems
- Strong systems mindset: able to design an operating process and translate it into business requirements, acceptance criteria, and test scripts; track record from requirement to go-live
- Experience in commission, incentive, or trade programme administration for channel partners is an advantage
- Experience in multinational companies, joint ventures, or start-up / growth-stage environments is a plus
- Strong analytical capability: advanced Excel plus Power BI, SQL, or an equivalent query tool
- Strong process design, documentation, and control discipline; clear on separation of duties
- Good communication and stakeholder management across sales, after-sales, finance, dealers, and vendors
- Ability to manage multiple workstreams and deadlines in a fast-paced environment
- Good written and spoken English and Vietnamese
Personal Attributes
- Structured and systems-minded
- Deadline-driven, runs a desk without being chased
- Analytical and detail-oriented
- Disciplined in process, controls, and follow-through
- Even-handed between the sales line and the after-sales line
- Collaborative across functions and with external partners
- Comfortable building from the ground up in a dynamic business environment
About the Company
Our client is a joint venture company dedicated to accelerating Vietnam's energy transition by investing in an end-to-end electric two-wheeler (E2W) mobility solution. They aim to deliver a seamless consumer experience powered by an integrated digital ecosystem.
