Sales Assistant

Role Overview
We are looking for a detail-oriented and proactive Sales Assistant with communication skills in Mandarin Chinese and English to support our sales team in promoting AI document processing and workflow automation solutions. You will handle sales administration, customer data maintenance, quotation and contract documentation, and order and internal process tracking. You will also support our upcoming business expansion in Japan through customer communication and business coordination.

Responsibilities
1. Support daily sales administration, including scheduling customer meetings, taking meeting notes, and preparing presentations and supporting materials.
2. Assist in preparing, organizing, and tracking quotations, contracts, customer purchase orders, and other sales documents, ensuring completeness and maintaining version records.
3. Coordinate with Sales and PM to track the preparation, revision, and customer sign-off of Software Requirements Specifications (SRS), maintaining all versions and sign-off records.
4. Assist in submitting contract review and company signing requests in accordance with company procedures, and track approval, signing, mailing, and filing progress.
5. Maintain customer information, contact details, and opportunity records in the CRM system, and help prepare sales reports and opportunity tracking lists.
6. Help track customer orders, delivery schedules, and renewal dates, coordinating with Sales, PM, Operations, and Finance.
7. Help prepare supporting documents for invoice requests, verify billing details, and support Finance in tracking payment status.
8. Handle general customer inquiries, route commercial or technical questions to the appropriate team, and follow up on responses.
9. Support arrangements for trade shows, marketing events, and partner meetings, including follow-up documentation.

Qualifications

• At least 2 year of experience in sales support, administration, customer service, or a related field. Detail-oriented and responsible recent graduates interested in the enterprise software industry are also welcome.
• Strong document management, data verification, and time management skills, with the ability to track multiple tasks.
• Clear communication and cross-functional coordination skills, with a proactive approach to follow-up.
• Proficiency in Word, Excel, PowerPoint, or equivalent office tools.
• Fluent in Mandarin Chinese, with professional English proficiency for business correspondence.
• Strong ownership and an understanding of confidentiality when handling customer and company information.
• Ability to work in a fast-paced, dynamic environment.

Preferred Qualifications

• Experience in enterprise software, SaaS, IT services, or systems integration.
• Experience using CRM, Asana, or other work management systems.
• Familiarity with administrative processes for quotations, orders, contracts, invoicing, and accounts receivable.
• Excel reporting and basic data analysis skills.

Interview Process
1. Resume review.
2. On-site interview.
3. Final interview (on-site).
4. A reference check is required before hiring.
Other：Bonus and incentive program are also available depending on performance.