Sales Support/Project Coordinator - AVTEL Access Control Systems

Sales Support/Project Coordinator

Location: AVTEL, Tokyo, Japan

Salary: As per market standards

Job Role:
We are looking for a talented Sales Support specialist with good teamwork skills who can provide administrative and data management assistance to the team. The successful candidate will also have project co-ordination duties.
Job Responsibilities:
A.    Sales Support
  • Answer and screen incoming phone calls and emails to Sales.
  • Input and maintain prospect, customer and partner information into AVTEL’s CRM/ERP system
  • Create Estimates based on BoMs, Sales Orders based on incoming POs and Invoices for products and services provided to customers.
  • Assist Sales Reps with the creation of proposals in response to RFPs or other customer requests.
  • Where appropriate, attend customer meetings with Sales Reps and record minutes.
  • Provide timely responses to customer requests and questions in support of Sales Reps.
  • Liaise with other teams on administrative matters of mutual importance and with Purchasing and Project Co-ordinators in particular. This will include assisting with incoming deliveries, dispatches and stock checks.
  • Keep track of Sales team’s communication with customers and assist with ensuring that both customer expectations are met, and that details recorded in AVTEL’s CRM/ERP system are up to date.
  • Assist with the creation of sales materials including presentations and internal reports. These may take the form of Word documents, Excel spreadsheets or PowerPoint presentations.
  • Where appropriate make suggestions for improvements to sales processes.
  • Develop knowledge of product and awareness of stock levels or typical lead times.
  • Monitor software licence, warranty and service contract renewal dates and communicate the detail with customers.
B.    Projects
  • Coordinate project management activities, resources and information.
  • Support the project team with administrative matters such as the preparation of documents required for site access.
  • Assign tasks to internal team.
  • Closely co-ordinate the scheduling of materials purchase with the procurement team.
  • Create and maintain comprehensive project documentation, plans and reports.
  • Create weekly reports for customer and AVTEL management based on information received from Engineers and Project Managers.
  • Where necessary attend customer meetings and Testing & Commissioning sessions to provide support such as interpreting.
  • Proactively communicate with the team to keep everyone updated on project status.
  • Update information in AVTEL’s internal systems to reflect project progression.
 Skills & Experience:
  • Strong verbal and written communication skills.
  • Native or near native ability in either English or Japanese language as well as professionally proficiency in the other language.
  • Attentive to customer needs and determined to provide customer satisfaction.
  • Ability to organize, prioritize, be flexible and meet deadlines while handling multiple tasks at various stages of progress.
  • Strong client-facing, inter-personal and teamwork skills.
  • Familiarity with common computer applications including CRM/ERP systems and Microsoft Office (in particular Excel and Word).
  • Experience in a similar administrative support role would be preferred.