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
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
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
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
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
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
