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Key Responsibilities

1. Supplier & Vendor Coordination

• Communicate professionally with local and international suppliers on behalf of the CEO.
• Request quotations, product information, specifications, lead times, payment terms, warranties, and other relevant commercial information.
• Follow up on quotations, orders, samples, documentation, deliveries, and outstanding matters.
• Compare supplier quotations and commercial offers.
• Identify missing information, inconsistencies, risks, or potential issues in supplier proposals.
• Prepare clear supplier comparisons and summarize key findings for the CEO.
• Provide recommendations based on price, quality, lead time, warranty, payment terms, and other relevant factors.
• Maintain organized records of supplier communications, quotations, and commercial documents.

2. Customer Coordination & Support

• Communicate with customers regarding inquiries, quotations, products, services, deliveries, and ongoing projects.
• Coordinate with internal departments to obtain information required by customers.
• Follow up on customer requests and ensure matters are properly resolved.
• Assist in preparing quotations, proposals, presentations, reports, and customer-facing documents.
• Maintain professional communication and positive customer relationships.
• Identify and escalate important commercial, technical, or service-related issues to the CEO or relevant department.

3. Pricing & Commercial Analysis

• Collect and verify all relevant costs before preparing customer quotations.
• Assist in calculating estimated project and landed costs, including where applicable:
  • Supplier/product cost
  • Freight and logistics
  • Customs clearance
  • Import-related charges
  • Taxes and duties
  • Banking and payment costs
  • Installation and deployment
  • Training
  • Warranty and after-sales support
  • Local transportation and other expenses
  • Foreign exchange considerations
  • Contingency and business risks
• Compare different pricing scenarios and estimated profit margins.
• Prepare clear cost breakdowns and quotation summaries for management review.
• Monitor changes in supplier prices, transportation costs, exchange rates, and other factors affecting profitability.
• Assist the CEO in evaluating appropriate selling-price options.

Note: Final pricing, discounts, and commercial approval remain with the CEO or authorized management.

4. Procurement, Logistics & Import Coordination

• Research procurement and shipping options based on cost, lead time, reliability, and risk.
• Obtain quotations from freight forwarders, logistics providers, and other service providers.
• Compare different shipping methods and recommend suitable options.
• Coordinate commercial, shipping, and related documentation.
• Assist with import-related requirements, licenses, customs clearance, and documentation where applicable.
• Monitor shipment progress and provide regular updates.
• Identify potential delays, additional costs, or logistics risks and report them promptly.
• Coordinate with suppliers, logistics providers, and internal teams to ensure smooth delivery.

5. CEO Office & Business Project Support

• Assist the CEO with ongoing business projects, new opportunities, and special assignments.
• Research products, suppliers, competitors, markets, regulations, and potential business opportunities.
• Prepare concise summaries and comparison reports to support management decision-making.
• Follow up with employees, suppliers, customers, and external parties on matters assigned by the CEO.
• Track tasks, deadlines, commitments, and action items.
• Prepare meeting notes and follow up on agreed actions.
• Assist with reports, spreadsheets, presentations, quotations, and other business documents.
• Coordinate communication between the CEO and different departments when required.
• Support special projects and other business activities assigned by the CEO.

Qualifications & Requirements

• Bachelor's degree or equivalent qualification preferred.
• Bachelor’s Degree in Business Administration / Business Management (preferred)
• 1–3 years of relevant working experience in Executive Assistant, Business Development, Sales, Procurement, Operations, Admin or a related field is preferred.
• Good written and spoken English.
• Strong communication and interpersonal skills.
• Good Microsoft Excel / spreadsheet skills.
• Comfortable working with numbers, quotations, costs, and basic calculations.
• Able to communicate professionally with customers and overseas suppliers.
• Strong research, analytical, and problem-solving skills.
• Able to organize and manage multiple tasks simultaneously.
• Able to work independently with limited supervision.
• Strong attention to detail and follow-up ability.
• Willingness to learn about technology products, procurement, logistics, imports and commercial operations.
• Able to maintain confidentiality when handling company and management information.
• Mandarin Chinese language ability is an advantage but not mandatory.

Preferred Characteristics

We are looking for someone who is:

• Proactive rather than waiting for instructions for every step.
• Curious and willing to research unfamiliar topics.
• Comfortable asking suppliers and customers the right questions.
• Commercially minded and aware of costs, risks, and profitability.
• Organized and persistent with follow-ups.
• Able to distinguish between urgent and non-urgent matters.
• Confident enough to present ideas and alternatives to the CEO.
• Honest about what they know and what they need to verify.
• Comfortable working in a small-company environment where responsibilities may be broad.
• Willing to learn from feedback and coaching.
• Able to turn incomplete information into clear options for management.
• Responsible enough to take ownership of assigned tasks from beginning to completion.