Sales Administrator - Deployment

About Giant Pumpkin

Giant Pumpkin is an innovative and highly collaborative startup based in Bangkok, Thailand. We partner with globally recognized brands in the hospitality, Quick Service Restaurant (QSR), and retail sectors across Southeast Asia. Our mission is to create smarter in-store experiences through cutting-edge digital signage, audience analytics, music streaming, and other media solutions that transform retail environments.

Why Work For Us: 

• Entrepreneurial Spirit: We encourage out-of-the-box thinking and creative problem-solving. 
• Dynamic Team: Join a young, fun, internationally-minded, and highly collaborative team that thrives on challenges. 
• Central Location: Our modern office is conveniently located in Bangkok. 
• Growth & Stability: We are a growing company, having successfully completed our second round of investment. 
• Autonomy & Support: We value accountability, providing you with the freedom and tools necessary to drive your success.

About the Role

We are looking for someone who lives and breathes processes, team collaboration and operational excellence. You will be a natural problem solver, highly organized and able to clearly communicate with different departments driving timely updates and ensuring accuracy with data and documentation. 

This position requires a high level of attention to detail, effective communication skills, and the ability to work cross-functionally with sales, technical, accounting, and logistics departments. A typical day might look like the following:

Sales Documentation and Quotation Management

• Quotation Preparation:
  Prepare accurate and timely quotations, with a special focus on the KFC Installation Project and other assigned initiatives.
• Sales Document Handling:
  Organize, manage, and maintain records of essential sales documents including:
• Service Agreements
• Quotations
• Signed contracts and client communications
• Accuracy Control:
  Ensure all sales-related documentation is complete, consistent, and up-to-date.

Project and Resource Coordination

• Job Tracking:
  Coordinate the preparation of project information and resources, ensuring alignment with the installation schedules and client expectations.
• Bill of Materials:
  Assist in managing and tracking the Bill of Materials (BOM) for each project, ensuring resources are correctly listed and allocated.
• Information Accuracy:
  Review and verify all project-related information to maintain integrity across internal systems and team workflows.

Financial Administration and Coordination

• Expense & Purchasing Records:
• Maintain petty cash records and handle routine purchases for the sales team.
• Process supplier invoices through systems such as ApprovalMax and follow up with the accounting team as needed.
• Client Invoicing Support:
  Work with the accounting team by providing accurate licensing and subscription reports to ensure timely invoicing.

Inventory Management

• Track inventory levels of key items to ensure sufficient supply for upcoming projects.
• Coordinate inventory allocation in accordance with the needs outlined in the Bill of Materials (BOM).
• Ensure inventory usage is properly recorded and reconciled.

Subscription Monitoring

• Monitor the status of active subscriptions to support timely renewals and avoid service interruptions.
• Generate and send renewal quotations according to the following timeline:
• Digital Signage (DS): 1 month prior to renewal
• Ensure the accuracy of all subscription information used for client communication and invoicing.

Logistics Documentation Support

• Support the preparation and coordination of logistics documents related to project deliveries, shipments, or installations.
• Work with internal teams and external partners to ensure shipping paperwork is correct, complete, and processed on time.

Requirements

• Graduate in any discipline.
• A native level speaker and reader of Thai language with strong English language skills.
• Possess strong organization and a detail oriented approach.
• Be a strong collaborator willing to work together with others to provide seamless customer experience.
• Have a strong sense of urgency, presentation and organization skills.
• Native level speaker of Thai and English is a requirement.
• Based in Bangkok, Thailand.
• Be willing to be primarily office based with a mix of in office and out on site work days as required.

The above is not an exhaustive list and is subject to change as the needs of the role and company change.

Benefits

• Work-Life Balance: Our office operates Monday to Friday, with flexibility required for occasional evening, weekend, or public holiday work due to the nature of the role, and compensation days in lieu of out of hours working.
• Performance Bonuses: Eligibility for performance-related bonuses. 
• Generous Leave: Competitive annual and public holiday leave.
• Dynamic Environment: A fun and highly collaborative startup culture that offers significant opportunities to hone your technology skills and creativity.