Vietnam Furniture Resources (VFR) ★ 1.0

1. Position Summary

The Handover Manager is responsible for managing the transition of confirmed hospitality projects from the Sales team to internal departments including Project Management, R&D, Engineering, and Production.

This role ensures that all project information is accurate, complete, and structured, enabling smooth project execution from design development through production and delivery.

The Handover Manager acts as the central coordination point, aligning customer requirements with internal capabilities while maintaining timelines, cost visibility, and quality standards for high-end hospitality furniture projects.

2. Key Responsibilities

2.1 Project Handover & Validation

• Receive and review project handover packages from Sales team.
• Verify completeness and accuracy of all project information including:
  • Product specifications
  • Drawings and technical details
  • Material and finish requirements
  • Commercial terms
• Assess project feasibility with Head of Hospitality (timeline, capacity, complexity).
• Identify gaps, risks, or unclear requirements before releasing to internal teams.

2.2 Project Setup & Documentation

• Establish and maintain a structured project database and documentation system.
• Prepare project master files including:
  • Item master list (codes, descriptions)
  • Material & finish schedules
  • Project timeline (Gantt chart)
• Ensure all documents are properly controlled, updated, and accessible to stakeholders.

2.3 ERP & Order Management

• Input and maintain accurate project data in ERP system, including:
  • Customer and project information
  • Pricing and commercial terms
  • Sales orders (SO), Engineering Notes (EN)
  • Delivery schedules and payment terms
• Ensure timely order release aligned with approved project timelines.

2.4 Cross-functional Coordination

• Act as the key coordinator between:
  • Sales
  • R&D / Design
  • Engineering (Technical)
  • Sampling
  • Procurement
  • Production
  • QA/QC
• Ensure all departments receive complete and correct information.
• Organize and lead internal handover meetings at key project stages.

2.5 Costing & Sourcing Support

• Coordinate with Engineering and Procurement to:
  • Validate material specifications
  • Support cost estimation for additional items
• Prepare and submit quotations for project variations or additional scope.
• Ensure all pricing is reviewed and approved before submission to customers.

2.6 Sample & Development Tracking

• Monitor sample and prototype development progress (mockup, PPS).
• Ensure alignment between:
  • Approved design intent
  • Material selection
  • Manufacturing feasibility
• Track sample timelines and escalate delays when necessary.

2.7 Project Tracking & Reporting

• Track project progress across all stages:
  • Design
  • Sampling
  • Production
  • Delivery
• Prepare and issue:
  • Weekly project status reports
  • Internal progress updates
  • Customer updates (when required)
• Highlight risks, delays, and mitigation plans.

2.8 Customer & Stakeholder Communication

• Maintain regular communication with:
  • Customers
  • Sales team
  • Internal departments
• Ensure clear visibility of:
  • Project status
  • Timeline updates
  • Technical clarifications
• Support project meetings, design reviews, and milestone discussions.

2.9 Vendor & Subcontractor Coordination

• Coordinate with external vendors/subcontractors when applicable.
• Ensure all external parties receive:
  • Complete technical documentation
  • Material specifications
  • Delivery requirements

2.10 Production & Delivery Support

• Track production progress to ensure alignment with plan.
• Coordinate with Import/Export team for shipment documentation.
• Ensure smooth handover from development phase to production execution.

2.11 Payment & After-sales Support

• Monitor project payment milestones and follow up with relevant teams.
• Support after-sales activities including:
  • Issue tracking
  • Product performance feedback
• Assist in continuous improvement of service quality and processes.

2.12 Process Improvement

• Identify gaps in project handover and execution processes.
• Improve SOPs, templates, and workflows for:
  • Handover documentation
  • Project tracking
  • Customer communication
• Contribute to ERP system optimization and data accuracy.

3. Key Performance Indicators (KPIs)

• Accuracy & completeness of project handover
• On-time project release to internal teams
• ERP data accuracy
• Sample & development lead time tracking
• Project schedule adherence
• Customer satisfaction
• Internal coordination effectiveness
• Number of project issues due to handover gaps

Experience

• Minimum 8–10 years experience in:
  • Hospitality projects / furniture manufacturing / contract projects
• Design & Technical background an advantage
• Experience in project coordination or order management
• Experience working with ERP systems

Skills

• Strong project coordination and organizational skills
• Good understanding of:
  • Furniture manufacturing
  • Drawings
  • Materials and finishes
  • Project workflows
• Strong attention to detail
• Good communication in English (written & verbal)
• Ability to manage multiple projects simultaneously

Personal Competencies

• Detail-oriented and structured
• Strong sense of ownership and accountability
• Proactive and solution-oriented
• Good teamwork and cross-functional collaboration
• Able to work under pressure and tight deadlines