Business Development Admin

Solarvest · Ho Chi Minh City

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.