Sales Administration Assistant
HSBC
- Ho Chi Minh City
- Permanent
- Full-time
- Record all customer applications/ instructions sent/received between sales/ counter staff and SPW with signature & full name of sender and receiver.
- Provide checking the completeness of any documents before scanning to GWIS to avoid any QaS and Pending on the monthly report.
- Scan customer applications/ instructions received from sales/ counter staff to GWIS system.
- Daily reconcile all scanned applications/ instructions with the original hard copies to make sure no duplication, missing and wrong scanning.
- Follow up status of scanned applications/ instructions on GWIS system.
- Attach, remark and route documents to SD on GWIS system.
- Follow up the Pending List to make sure no document pending over the agreed time frame.
- Send hard copies to SD within the agreed time frame.
- Record all hard copies sent to SD.
- Record & consolidate all declined applications for destroying under supervision of staff officer band 7 or above.
- Perform secretary's tasks to prepare for meetings (preparing agenda, sending invitation, take notes, preparing meeting minutes).
- Compare, reconcile information on received Documents based on available data (source) to ensure consistency of the information on such Documents (excluding signatures comparison, verification)
- Retrieve and/or consolidate customer information or other data/information from system or other department.
- Consolidate team members' reports & prepare for Division Head/Team Head.
- Liaise with back office of HSBC in HCMC to check the status of banking transactions of customers then communicate with the staff in charge on the transaction status.
- Coordinate with other functions to check the status of transactions (approved or pended) to avoid missing.
- Provide back up for Customer Greeter role.
- Reception: Take incoming phone calls and then transfer phone calls to appropriate staffs or departments.
- Receive request, deliver and monitor the consumption of stationaries of functions
- Follow up with the Suppliers to order goods and services and then deliver them to the relevant departments
- Support administration works relating to arrangement Taxi card, parking, prepaid phone card for staff as well as settle monthly taxi, customer entertainment expenses related
- Prepare reports regarding transportation and entertainment expenses for Line Manager's review when required
- Arrange, classify, and save Documents in forms applied by the Bank (e.g. hard copy, soft copy, off-site store)
- Receive & delivery of Document/Package; check the quantity; follow up with status of Documents/package sent or received and afterward report to Line Manager
- Make NON SALE cold calls; arrange meetings (team meeting/ business meeting…).
- Take customer's phone call in case all other staff are on phone, take note of customer's name and number so that staff can call back to such customer.
- Provide admin support for market research as requested
- Print, extract, copy Documents from available data in the Systems
- Independent worker with the ablity to multi task, work under pressure and meet tight deadlines. Good time management.
- Strong competency in Microsoft Office (especially word, excel and power point) - For incumbent focusing on MI, very strong excel/access s skills is required
- Strong capacity to handle details and workflow processes efficiently and effectively.
- Fluent in Vietnamese. Having bilingual capability (English/Mandarin) will have an added advantage.
- Good communication skill.
- Excellent customer service orientation.