The posting
A. Document Preparation and Management
- Draft, prepare, review, and coordinate business-related documents, including but not limited to Letters of Agreement (LOA), Non-Disclosure Agreements (NDA), Power Purchase Agreements (PPA), proposals, quotations, and other documents required for business development activities.
- Act as the central coordination point for sending business documents to clients and partners, ensuring timely delivery, proper follow-up, and accurate documentation records.
- Maintain a structured document tracking system to monitor the status of key documents, including drafting, internal review, approval, client submission, execution, and completion.
- Follow up with relevant internal and external stakeholders to ensure documents are completed and returned within the required timeline.
- Ensure proper version control, filing, and organization of all business development documentation.
- Upload and maintain client and project-related documents on SharePoint or other designated document management systems to ensure accessibility and proper record keeping.
B. Proposal and Business Development Support
- Provide dedicated support to the BD & Marketing Director and other BD team members in preparing initial proposals, presentations, quotations, and other client-facing materials.
- Support the preparation and consolidation of commercial and non-technical information required for client proposals.
- Coordinate with relevant internal departments to collect necessary information, inputs, references, and supporting documents for proposal preparation.
- Ensure proposals and business documents are prepared accurately, professionally, and in alignment with client requirements and internal company standards.
- Assist in preparing presentation materials, internal business cases, client meeting materials, and other documents required to support business development activities.
- Support the BD team in monitoring proposal status and following up on pending client requirements and internal action items.
C. Bidding and Tender Support
- Support the preparation, review, compilation, and submission of bidding and tender documents with a high level of accuracy and attention to detail.
- Review tender requirements and prepare document checklists to ensure all technical, commercial, legal, administrative, and supporting documents are properly collected and submitted.
- Coordinate with Engineering, SAM, Legal, Finance, Procurement, and other relevant departments to collect and consolidate required tender information and documentation.
- Assist in preparing and organizing pre-qualification documents, Expressions of Interest (EOI), Requests for Proposal (RFP), Requests for Quotation (RFQ), tender submissions, and other bidding-related documents.
- Maintain tender trackers, submission schedules, document registers, and checklists to ensure that all deadlines and requirements are properly managed.
- Support the review of tender documentation to ensure completeness, consistency, formatting accuracy, and compliance with client requirements.
- Maintain a structured archive of completed tenders, reference documents, templates, and supporting materials for future use.
- Assist in identifying missing information or documentation and proactively follow up with relevant stakeholders before submission deadlines.
D. Project Support and Coordination
- Provide administrative and coordination support during the project development process, from initial opportunity development through contract execution and project handover.
- Support the coordination of documentation and communication between the BD team, clients, Engineering, SAM, Legal, Finance, Procurement, and Project teams.
- Assist in preparing and maintaining project-related documentation, trackers, action lists, and internal submission materials.
- Monitor key deliverables, documentation requirements, and assigned action items and follow up with relevant stakeholders to support timely completion.
- Support the preparation of client and project documentation required for internal review and approval processes.
- Assist in ensuring a smooth handover of approved projects from the BD team to the SAM and Project teams.
- Maintain accurate records of project-related communications, documentation, approvals, and key milestones.
E. Internal Committee and SAM Coordination
- Compile, organize, and prepare client and project documentation for submission to the SAM team ahead of Internal Committee (IC) meetings.
- Ensure that required commercial, contractual, financial, technical, and supporting documents are properly collected and organized prior to internal review.
- Maintain a clear checklist of IC submission requirements and follow up with relevant stakeholders regarding missing information or outstanding actions.
- Support the preparation of presentation materials, project summaries, and supporting documents for internal meetings and approval processes.
- Track feedback and action items arising from Internal Committee meetings and coordinate with the BD team to ensure timely follow-up.
F. Team Collaboration and Administrative Support
- Work closely with all members of the Business Development team to streamline administrative processes and improve workflow efficiency.
- Provide flexible support to individual BD team members based on business priorities and workload requirements.
- Assist with scheduling, meeting preparation, document preparation, follow-up, reporting, and other administrative activities when required.
- Support the development and improvement of internal templates, trackers, document management processes, and standard operating procedures.
- Act as a reliable coordination point between the BD team and other internal departments.
- Perform other administrative, coordination, and business support duties as assigned to enhance team efficiency and client satisfaction.
Requirements
- 1-2 years of experience in an administrative or support role (experience in business development or the solar/renewable energy sector is a plus).
- Proven ability to draft formal documents (e.g., LOA, NDA, PPA) with accuracy and professionalism.
- Strong proficiency in Microsoft Office (Word, Excel, PowerPoint) for document drafting and tracking.
- Familiarity with SharePoint or similar document management systems.
- Ability to create and manage tracking forms (e.g., in Excel or other tools).
- Excellent written and verbal communication skills in Vietnamese and English (proficiency in Chinese is a plus).
- Detail-oriented with the ability to manage multiple tasks and deadlines effectively.
- Proactive in tracking and following up on document workflows.
- Bachelor’s degree in Business Administration, Office Management, or a related field preferred, but not mandatory.
- Ability to collaborate with team members, including providing tailored support to specific BD
- Proactive and Responsible: Takes initiative to ensure tasks are completed efficiently and follows through on commitments.
- Collaborative: Works well within a team, supporting all BD members while managing individual responsibilities.
- Detail-Oriented: Pays close attention to document accuracy and process efficiency.
- Adaptable: Thrives in a fast-paced environment and adjusts to shifting priorities.
