Vase.ai is an on-demand market research platform that enables anyone to collect consumer insights in as fast as 24 hours. We help clients ask the right questions, target the right people, analyze the data, and get the answers they need to make great decisions. Our database is powered by 3.6m qualified consumers across South East Asia.
Our Core Values
We are all in this together You throw the trash, I wash the toilet Disagree and commit Smart irreverence prevents problems Empower each other through sharing Do what you promised to do, while being transparent (like a glass vase) Pursue exponential growth & learning Work with what you have Be fast, increase speed in doing and learning Have fun
The Role
This isn't your typical administrative role. Why?
For starters, you'll have the unique opportunity to work closely with Julie, our CEO, and shadow her in her thought process and dealing with things. You will get an exposure to myriad of fields including and not limited to sales, marketing, management and product.
But it doesn't stop there. At Vase.ai, we value collaboration and believe that every team member's input is important. Here, everyone has a voice, regardless of your position, because we know that sharing is caring.
Ultimately, we offer you more than just a job. We provide a platform for you to learn, grow, and thrive. While we can't promise that the journey will always be easy or painless, we can guarantee that you'll experience a supportive and fun work culture.
We're looking for a Sales Administrative Assistant to be responsible for:
Email Management: Efficiently manage and respond to emails, utilizing provided templates when appropriate. Prioritize and organize incoming correspondence, particularly related to business development (BD) activities.
Calendar Management: Maintain and organize calendar, scheduling appointments, meetings, and other engagements as necessary.
WhatsApp Sales Support: Promptly respond to sales inquiries and customer queries via WhatsApp, providing information and assistance as required.
Proposal Creation and Revision: Assist in the creation and revision of proposals, ensuring accuracy and alignment with company standards.
Customer Follow-Up: Follow up with customers via email and text messages to ensure satisfaction and address any concerns or questions.
Client Handoff to Customer Service: Coordinate the smooth handoff of clients from the sales team to the customer service department, ensuring all necessary information is communicated effectively.
CRM Management: Update and maintain customer records in HubSpot CRM, ensuring data accuracy and completeness. Generate reports in HubSpot as needed, providing valuable insights into sales and customer interactions.
Survey Translation: Translate surveys and other documents as needed to support business operations.
General Administrative Support: Assist with various administrative tasks, including but not limited to booking flights, sending gifts, purchasing items, liaising with finance regarding payments, and other personal tasks.
What are we looking for
Apart from being an Amazing, Extraordinary, Fantastic human being, we are seeking for someone that:
Excels in multitasking and thrives in a dynamic environment.
Is proactive, adaptable, and enjoys problem-solving.
Communicates effectively and works well both independently and collaboratively.
Is ambitious in growing their knowledge and career.
Shows a willingness to go above and beyond to make an impact for the company and our customers.
Has basic knowledge working with CRM (preferably HubSpot), Slack & Google Workspace.
Is Fluent in English.
Resides in Malaysia.
The Process
Even though Artificial Intelligence is something that we really love, when it comes to your application we are a bit old school. With that being said, we manually go over every CV and try to provide tailor made feedback (no ChatGPT). For the Sales Administrative Assistant position it will look like this:
CV & Video Triage
Technical Assessment
Hiring Manager Interview
Founders Interview
Onboarding
This will be your roadmap for the first 2 months:
1st Month
Familiarize yourself with our culture, values, and policies.
Meet with key team members.
Dive into your daily tasks, focusing on email and calendar management, WhatsApp sales support, and CRM updates.
Shadow Julie to gain insights into our sales processes and customer interactions.
Begin survey translation tasks and familiarize yourself with our survey tools and procedures.
2nd Month
Take ownership of generating HubSpot reports and updating tasks in our Kanban system.
Collaborate closely with the sales team to support ongoing projects and initiatives.
Engage in cross-functional projects to further integrate yourself into the team and contribute to our success.
Take on additional responsibilities, such as liaising with finance regarding payments for part-timers and assisting with other administrative tasks.
"With who?” you might be asking. Well, lucky enough Julie our Co-founder & CEO will guide you (check her profile).
Fully Remote from Malaysia