Sales coordinator

Job Description: Sales Coordinator

Industry: HVAC, Water Pump & Ducting Solutions (Construction Sector)

Position: Sales Coordinator
Department: Sales & Business Development
Reporting To: Sales Manager / General Manager

Job Summary

The Sales Coordinator provides administrative and operational support to the sales team, ensuring smooth coordination between customers, suppliers, project teams, and internal departments. The role is responsible for preparing quotations, handling enquiries, processing sales orders, coordinating project documentation, and supporting the sales cycle for HVAC systems, water pumps, ducting works, and related construction projects.

Key Responsibilities

Sales & Customer Support

• Respond to customer enquiries and coordinate with the sales team on quotations and proposals.
• Prepare and issue quotations, tender documents, and sales contracts.
• Follow up on quotations and maintain regular communication with customers.
• Assist the sales team in achieving sales targets and project deadlines.
• Maintain strong relationships with clients, consultants, contractors, and suppliers.

Order Processing & Coordination

• Process sales orders and ensure accurate order entry into the system.
• Coordinate with suppliers, procurement, warehouse, and project teams on delivery schedules.
• Monitor order status, project progress, and material availability.
• Arrange delivery schedules and coordinate logistics requirements.

Tender & Documentation Support

• Prepare tender submissions and supporting documentation.
• Compile technical specifications, compliance documents, catalogs, and project references.
• Maintain proper records of quotations, contracts, and project files.
• Assist in preparing project handover documentation and customer reports.

Project Coordination

• Liaise with project engineers, site supervisors, and customers regarding project requirements.
• Track project milestones and update customers on delivery and installation schedules.
• Coordinate site visits, meetings, and project progress updates.

Administrative Duties

• Generate sales reports and update CRM/customer databases.
• Maintain customer records and sales documentation.
• Assist in invoicing, payment follow-up, and account reconciliation.
• Provide general administrative support to the Sales and Project teams.

Requirements

Education

• Diploma or Degree in Business Administration, Engineering, Mechanical Engineering, Building Services, or related field.
• Candidates with relevant experience may be considered.

Experience

• 2-5 years of sales coordination experience in construction, HVAC, M&E, ducting, water pump, or building services industry preferred.
• Experience handling quotations, tenders, and project coordination is an advantage.
• Familiarity with construction projects and M&E systems will be highly advantageous.

Technical Skills

• Proficient in Microsoft Office (Excel, Word, PowerPoint).
• Experience with ERP or CRM systems.
• Ability to read basic technical drawings and specifications is preferred.
• Knowledge of HVAC systems, ducting works, water pumps, chillers, ventilation systems, or M&E services is an advantage.

Soft Skills

• Strong communication and interpersonal skills.
• Good organizational and multitasking abilities.
• Attention to detail and accuracy.
• Ability to work independently and in a team environment.
• Good problem-solving and coordination skills.