Pre-Sales & Project Documentation Coordinator

Pre-Sales & Project Documentation Coordinator – ELV Systems

Role Overview

We are looking for a Pre-Sales & Project Documentation Coordinator with experience in ELV systems, pre-sales support, and project coordination. The person will support proposal preparation, tender documentation, client coordination, and the administrative tracking of projects from the pre-sales stage through execution.

The ideal candidate should understand ELV solutions and be comfortable coordinating with sales, engineering, project, vendor, and customer teams.

Key Responsibilities

Pre-Sales Support

• Understand customer requirements and coordinate with internal technical teams to develop appropriate solutions.
  
• Prepare proposals, quotations, presentations, compliance statements, and tender documents.
  
• Support the sales team in responding to RFPs, RFQs, and customer inquiries.
  
• Coordinate product demonstrations, technical meetings, site visits, and customer presentations.
  
• Maintain accurate CRM records and track leads, opportunities, quotations, and follow-up activities.
  
• Follow up with prospects and support sales pipeline management.
  
• Conduct basic market research and competitor analysis.
  
• Coordinate with OEMs and vendors to obtain product information, quotations, and technical documentation.
  

Documentation and Project Coordination

• Maintain organized records of proposals, drawings, quotations, approvals, contracts, and project documents.
  
• Assist in planning, scheduling, and monitoring project activities.
  
• Coordinate with internal teams, vendors, contractors, and clients for smooth project execution.
  
• Track project timelines, deliverables, approvals, and resource requirements.
  
• Prepare Minutes of Meetings, status reports, trackers, and project updates.
  
• Monitor project risks, issues, dependencies, and escalation points.
  
• Support project managers with project administration and stakeholder communication.
  
• Assist teams in completing projects within the agreed scope, schedule, and budget.
  

Requirements

Required Technical Knowledge

• Experience in one or more ELV domains, including:
  • Access Control Systems
    
  • CCTV and Video Surveillance
    
  • Fire Alarm Systems
    
  • Public Address Systems
    
  • Audio-Visual Systems
    
  • Building Management Systems
    
• Understanding of ELV design, site supervision, construction, or project execution.
  
• Basic knowledge of CAD drawings, layouts, schematics, and drafting concepts.
  
• Strong working knowledge of Microsoft Excel, Word, and PowerPoint.
  
• Ability to understand technical specifications and project requirements.
  

Preferred Skills

• Previous experience in an ELV systems integrator, construction, infrastructure, or building automation company.
  
• Familiarity with CRM or project-tracking tools.
  
• Working knowledge of AI productivity tools, including Microsoft Copilot.
  
• Exposure to tender submission and vendor coordination.
  

Soft Skills

• Good written and spoken English.
  
• Strong documentation and organizational skills.
  
• Attention to detail and accuracy.
  
• Ability to coordinate with multiple stakeholders.
  
• Good follow-up and time-management skills.
  
• Ability to work independently and manage competing priorities.
  

Benefits

• Exposure to end-to-end ELV projects across CCTV, Access Control, Fire Alarm, AV, Public Address, and BMS.
  
• Opportunity to work closely with sales, engineering, project, vendor, and customer teams.
  
• Hands-on experience in proposals, tenders, technical documentation, and project coordination.
  
• Exposure to AI-enabled productivity tools and modern work practices.
  
• Opportunities to strengthen technical, commercial, and project-management capabilities.
  
• Collaborative work environment with scope for professional growth.
  
• Opportunity to contribute to diverse customer and infrastructure projects.