Job Preference:
Approximately 3–5 years of relevant experience in Sales Coordination, Sales Operations, Order Management, Project Coordination or a similar role.
? Experience in a business involving products, equipment, projects or customised solutions will be preferred.
? Experience coordinating across Sales, Design / Engineering, Procurement, Logistics, Warehouse and Finance will be an advantage.
? Strong working knowledge of MS Excel and ability to maintain structured MIS / trackers.
? Experience working with CRM / ERP systems.
? Good numerical and commercial understanding.
? Strong documentation and follow-up skills.
? Ability to work with multiple quotations, orders and activities simultaneously.
? Good written and verbal communication skills.
? Strong attention to detail and accuracy.
? Ability to understand product specifications, quantities, pricing and commercial information.
? Experience in preparing quotations and Sales Orders will be strongly preferred.
PREFERRED INDUSTRY BACKGROUND
Candidates with experience in any of the following environments may be considered favourably
? Wellness / Spa / Hospitality
? Fitness Equipment
? Premium Consumer / Commercial Equipment
? Luxury Interiors / Fit-Out ? Engineering / Project Businesses
? Imported Products / International Brands
? Equipment Distribution
? Trading / Distribution Companies
? Businesses involving customised quotations and multi-department order
Qualification:
Any GraduateJob Description:
The Sales Coordinator will play a critical role in ensuring the smooth and disciplined movement of sales opportunities from quotation stage through Sales Order, procurement and dispatch / invoicing.
The role will work closely with the Sales Team and will be responsible for preparing and coordinating quotations, incorporating revisions, following up on designs, drawings and Bills of Parts / Materials, coordinating procurement requirements, obtaining Management approvals, converting approved quotations into Sales Orders in the CRM, and initiating shipping and invoicing processes.
The Sales Coordinator will effectively act as the central coordination and follow-up point for the Sales Team, ensuring that commitments made to customers are supported by timely internal action.
A key expectation of the role is to remain constantly on top of pending actions, timelines, dependencies and Sales MIS, ensuring that nothing falls through the cracks.
A. QUOTATION PREPARATION & MANAGEMENT
? Work closely with the Sales Team to prepare customer quotations based on the required products, quantities, specifications, pricing and commercial terms.
? Coordinate with Sales to understand customer requirements and ensure quotations accurately reflect the agreed scope.
? Obtain required product details, specifications, costs and other inputs from relevant internal teams.
? Prepare quotations in the prescribed company format and ensure accuracy of prices, quantities, taxes, freight, installation charges, commercial terms and other applicable components.
? Incorporate revisions / iterations to quotations based on customer requirements and Sales Team instructions. ? Maintain proper version control of quotations and ensure that only the latest approved version is circulated.
? Follow up with Sales for closure / status of quotations and maintain visibility of pending quotations.
B. DESIGN, DRAWING & ENGINEERING COORDINATION
? Coordinate closely with the Design & Engineering teams for timely preparation and receipt of layouts, designs, drawings, specifications and other technical information required for quotations and order execution.
? Follow up proactively on pending drawings and technical inputs.
? Ensure that drawings and technical details required by the Sales Team are received within agreed timelines
? Coordinate revisions arising from customer feedback and ensure that the latest drawings / designs are available to the relevant stakeholders. ? Follow up for Bills of Parts / Materials and other technical information required for procurement and order processing. ? Highlight delays in design / engineering deliverables that may affect quotation submission, order confirmation or project execution.
C. PROCUREMENT COORDINATION
? Based on approved requirements, raise / initiate purchase requisitions for items that need to be procured.
? Coordinate with the Purchase Team for timely sourcing and ordering of required items.
? Track the status of purchase requisitions, purchase orders and vendor commitments.
? Follow up with Procurement / vendors on expected delivery dates.
? Monitor critical and long-lead items closely.
? Maintain visibility of pending procurement items and highlight potential delays to the Sales / Management team. ? Coordinate with relevant teams when changes in quantity, specification or delivery requirements occur.
? Ensure that procurement actions are aligned with customer commitments and expected project / dispatch timelines. D. MANAGEMENT APPROVALS ? Prepare quotations and supporting information required for Management review and approval. ? Coordinate with the Sales Team to ensure that quotations requiring approval are submitted promptly.
? Follow up systematically on pending Management approvals.
? Maintain records of approved quotations and ensure that approval status is clearly documented
. ? Ensure that no quotation / commercial commitment requiring approval proceeds without the appropriate authorisation.
E. CRM & SALES ORDER MANAGEMENT ? Convert Management-approved quotations into Sales Orders in the CRM system accurately and promptly.
? Ensure that Sales Orders correctly capture products, quantities, prices, discounts, taxes, customer details, delivery requirements and other relevant commercial information.
? Verify that the Sales Order is consistent with the approved quotation.
? Ensure that required supporting documents are attached / recorded in the CRM.
? Maintain accurate and up-to-date CRM records.
? Coordinate with the Sales Team whenever discrepancies or missing information are identified before Sales Order creation.
F. SHIPPING & INVOICING COORDINATION ? Raise shipping requests in accordance with approved Sales Orders and committed delivery schedules.
? Coordinate with Warehouse, Logistics and other relevant teams to ensure that goods are ready for dispatch.
? Raise / initiate invoice requests within the required timelines.
? Coordinate with Finance / Accounts for timely invoice processing.
? Ensure that shipping and invoicing activities are aligned with customer commitments and internal processes.
? Track pending shipping and invoice requests and follow up until completion.
? Highlight any documentation, material or approval issue that could delay dispatch or invoicing.
G. PURCHASE, IMPORT & CLEARANCE COORDINATION
? Coordinate with Purchase and Import teams for imported products / components forming part of customer orders.
? Track the status of import orders, shipments and expected arrival dates.
? Follow up on import clearance status and highlight potential delays.
? Coordinate with relevant teams to ensure that imported items are available in time for customer commitments.
? Maintain visibility of expected arrivals and communicate material availability updates to the Sales Team.
? Escalate critical import / clearance issues that could affect committed delivery timelines.
H. WAREHOUSE COORDINATION
? Coordinate with the Warehouse Team regarding availability of products and materials against Sales Orders.
? Track receipt of purchased / imported items into the warehouse.
? Follow up on shortages, pending receipts, damages or discrepancies affecting order fulfilment.
? Coordinate with Warehouse and Logistics for timely picking, packing and dispatch readiness.
? Ensure that Sales has visibility of material availability and expected dispatch status. I. SALES MIS & ORDER TRACKING This will be a critical responsibility of the role. ? Maintain accurate and current Sales MIS covering quotations, revisions, approvals, orders, procurement, material availability, dispatches and invoicing. ? Maintain trackers for: o Quotations submitted o Quotations under revision o Pending customer decisions o Management approvals o Sales Orders o Purchase Requisitions o Procurement status o Imported items / clearance o Material availability o Shipping requests o Invoice requests o Pending customer / internal actions
? Ensure that MIS reflects the latest status at all times
? Identify ageing quotations, delayed approvals, pending procurement and other bottlenecks.
? Provide regular MIS / status reports to the Sales Head / Management.
? Highlight exceptions, slippages and critical pending actions rather than merely reporting numbers.
? Follow up with responsible stakeholders until critical actions are closed.
? Ensure that Management has a clear view of the pipeline, order status and bottlenecks affecting conversion and fulfilment. J. INTERNAL COORDINATION The Sales Coordinator will be required to coordinate extensively with: Sales ? Design & Engineering ? Procurement ? Imports / Clearance ? Warehouse ? Logistics ? Finance / Accounts ? Management
? Ensure timely flow of information between departments.
? Follow up on interdependent activities and deadlines.
? Maintain clear records of commitments and pending actions.
? Proactively identify where one department’s delay may affect another department or the customer.
? Ensure that issues are escalated early rather than after the committed date has
Skills:
NA