Sales Coordinator

Email: [email removed]

Whatssap No: [phone removed]

1. Job Purpose

To provide end-to-end coordination and administrative support to the Sales & Business Development team, ensuring timely follow-up of enquiries, quotations, customer communications, sales orders, internal coordination and sales reporting. The role improves response time, customer experience, pipeline visibility and conversion discipline.

2. Key Responsibilities Enquiry & Lead Management

• Receive, record and distribute customer enquiries and leads to the concerned sales personnel.
• Maintain an updated lead/enquiry tracker with source, customer details, requirement, owner, next action and follow-up date.
• Coordinate with Sales/BD executives to ensure timely customer follow-up and prevent leads from remaining unattended.
• Collect basic information on scope, location, timeline and customer requirements to support lead qualification.

3. Quotation & Proposal Coordination

• Coordinate with Sales, Engineering, Projects and Finance to obtain inputs for quotations and proposals.
• Track quotation preparation, internal approvals, submission dates and customer feedback.
• Maintain a repository of quotations, proposals, presentations, company credentials and standard sales documents.
• Ensure quotations and proposals are shared only after required technical and commercial review/approval.

4. Order Processing & Sales Handover

• Coordinate documentation for purchase/work orders, customer details, scope, commercial terms and delivery commitments.
• Ensure key documents and approvals are complete before handing over confirmed orders to Projects, Engineering, Purchase or Finance.
• Maintain an order booking tracker and prepare sales handover notes.
• Follow up on order acknowledgements, amendments and pending customer documentation.

5. Customer & Internal Coordination

• Coordinate routine sales-related updates between customers and internal teams.
• Arrange meetings, customer visits, presentations and MOM/action-point follow-ups.
• Escalate technical, pricing, delivery or contractual questions to the authorized person; do not make commitments without approval.
• Maintain professional communication and support timely customer responses.

6. Sales MIS, CRM & Reporting

• Maintain accurate CRM/ERP records for leads, enquiries, quotations, orders, lost opportunities and follow-ups.
• Prepare daily/weekly/monthly sales reports, pipeline summaries, pending quotation reports and follow-up reports.
• Track targets versus achievements and highlight overdue actions or gaps to the reporting manager.
• Compile data for weekly reviews, monthly business reviews and management presentations.

7. Tender & Business Development Support

• Track relevant tenders, pre-bid dates, submission deadlines and required documents.
• Coordinate company credentials, technical documents, EMD/fee details and approvals with relevant departments.
• Assist with exhibition planning, customer databases, campaign follow-ups and post-event lead tracking.
• Support customer/industry lists and basic market intelligence as assigned.

8. Documentation & Sales Administration

• Maintain organized digital records of customer correspondence, quotations, orders and meeting notes.
• Coordinate travel/meeting schedules and customer visit plans for the sales team where required.
• Maintain confidentiality of customer, pricing, tender and company information.
• Perform other sales coordination responsibilities assigned by the reporting manager.