Job Advert Details

Some careers have more impact than others.

If you’re looking for a career where you can make a real impression, join HSBC and discover how valued you’ll be. Whether you want a career that could take you to the top, or simply take you in an exciting new direction, HSBC offers opportunities, support and rewards that will take you further.

Wealth and Personal Banking (WPB) is our new global business combining Retail Banking and Wealth Management; and Global Private Banking, to become one of the world’s largest global wealth managers with USD1.4 trillion in assets.  Our dedicated colleagues serve millions of customers worldwide across the entire spectrum of private wealth, ranging from personal banking for individuals and families, through to business owners, investors and ultra-high-net-worth individuals.  We provide products and services such as bank accounts, credit cards, personal loans and mortgages, as well as asset management, insurance, wealth management and private banking, that best suit our customers’ needs.

We are currently seeking a high caliber professional to join our team as an Sales Administration Assistant.

Principal Accountabilities

Document handling

  • Record all customer applications/ instructions sent/received between sales/ counter staff and SPW with signature & full name of sender and receiver.
  • Provide checking the completeness of any documents before scanning to GWIS to avoid any QaS and Pending on the monthly report.
  • Scan customer applications/ instructions received from sales/ counter staff to GWIS system.
  • Daily reconcile all scanned applications/ instructions with the original hard copies to make sure no duplication, missing and wrong scanning.
  • Follow up status of scanned applications/ instructions on GWIS system.
  • Attach, remark and route documents to SD on GWIS system.
  • Follow up the Pending List to make sure no document pending over the agreed time frame.
  • Send hard copies to SD within the agreed time frame.
  • Record all hard copies sent to SD.
  • Record & consolidate all declined applications for destroying under supervision of staff officer band 7 or above.


Secretarial support service

  • Perform secretary's tasks to prepare for meetings (preparing agenda, sending invitation, take notes, preparing meeting minutes).
  • Compare, reconcile information on received Documents based on available data (source) to ensure consistency of the information on such Documents (excluding signatures comparison, verification)
  • Retrieve and/or consolidate customer information or other data/information from system or other department.
  • Consolidate team members' reports & prepare for Division Head/Team Head.
  • Liaise with back office of HSBC in HCMC to check the status of banking transactions of customers then communicate with the staff in charge on the transaction status.
  • Coordinate with other functions to check the status of transactions (approved or pended) to avoid missing.

General office administration service

  • Provide back up for Customer Greeter role.
  • Reception: Take incoming phone calls and then transfer phone calls to appropriate staffs or departments.
  • Receive request, deliver and monitor the consumption of stationaries of functions
  • Follow up with the Suppliers to order goods and services and then deliver them to the relevant departments
  • Support administration works relating to arrangement Taxi card, parking, prepaid phone card for staff as well as settle monthly taxi, customer entertainment expenses related
  • Prepare reports regarding transportation and entertainment expenses for Line Manager's review when required
  • Arrange, classify, and save Documents in forms applied by the Bank (e.g. hard copy, soft copy, off-site store)
  • Receive & delivery of Document/Package; check the quantity; follow up with status of Documents/package sent or received and afterward report to Line Manager
  • Make NON SALE cold calls; arrange meetings (team meeting/ business meeting…).
  • Take customer's phone call in case all other staff are on phone, take note of customer's name and number so that staff can call back to such customer.
  • Provide admin support for market research as requested
  • Print, extract, copy Documents from available data in the Systems


  • Independent worker with the ablity to multi task, work under pressure and meet tight deadlines. Good time management.
  • Strong competency in Microsoft Office (especially word, excel and power point) - For incumbent focusing on MI, very strong excel/access skills is required
  • Strong capacity to handle details and workflow processes efficiently and effectively.
  • Fluent in Vietnamese. Having bilingual capability (English/Mandarin) will have an added advantage.
  • Good communication skill.
  • Excellent customer service orientation.

You’ll achieve more when you join HSBC.

HSBC is committed to building a culture where all employees are valued, respected and opinions count. We take pride in providing a workplace that fosters continuous professional development, flexible working and opportunities to grow within an inclusive and diverse environment. Personal data held by the Bank relating to employment applications will be used in accordance with our Privacy Statement, which is available on our website.

Issued by The Hongkong and Shanghai Banking Corporation Limited