Sales Coordinator

This role supports sales and technical teams by preparing quotes, managing customer records, processing orders and invoices, coordinating approvals, and monitoring sales performance. It also handles client onboarding, tender management, project documentation, and customer issue resolution to ensure smooth and efficient sales operations.

Sales Support & Coordination

• Coordinate with the sales and technical teams to prepare and process quotations, proposals, and commercial offer templates.
  
• Assist in preparing presentations, ensuring alignment with brand guidelines and product positioning.
  
• Respond to sales leads and customer tenders in a timely and professional manner.
  
• Support the sales team during customer meetings and site visits, including scheduling, material preparation, and follow -ups.
  
• Coordinate internal approvals for quotations, discounts, or special terms before finalizing with clients.
  

Customer & CRM Management

• Maintain accurate and up -to -date customer records in Zoho CRM, including leads, deals, contacts, and account information.
  
• Assist in onboarding new clients by providing guidance on required documentation, product manuals, and account activation.
  
• Collect and manage official customer documents, such as Trade Licenses, VAT Certificates, ICV Certificates (if applicable), Power of Attorney, and contact details.
  
• Respond to customer inquiries related to sales and coordinate follow -ups.
  

Tender & Portal Management

• Ensure timely registration and renewal of vendor accounts with clients and government portals.
  
• Maintain an updated list of tender portals with access details and manage ongoing portal access and renewals.
  

Reporting & Market Intelligence

• Monitor the sales pipeline and alert the sales team on stagnant leads or delayed follow -ups.
  
• Prepare weekly/monthly dashboards summarizing lead conversion, quotation turnaround time, order status, and customer feedback.
  
• Track and maintain a database of competitor activities, pricing trends, and market insights to support decision -making.
  

Order Processing & Invoicing

• Track and follow up on sales orders to ensure timely fulfillment and delivery.
  
• Prepare Picklists, Packages, and Delivery Notes for the operations team.
  
• Create Sales Invoices for both commercial and individual clients, gather necessary supporting documents, send invoices, and follow up for advance payments.
  
• Perform the first follow -up for completion payments; escalate further follow -ups to the finance team.
  
• Loop in the Finance team in all related communications and update them on payment statuses.
  
• Create Monthly Invoices for specific clients and payment follow up.
  

Project & Documentation Support

• Liaise with the operations team to obtain project completion and handover documents.
  
• Prepare and issue warranty certificates to clients upon project completion.
  
• Maintain document control for all sales -related materials, ensuring proper version tracking and filing in OneDrive.
  
• Ensure all documents are properly named, securely stored, and accessible only to authorized personnel.
  

Media & Communication

• Coordinate with the media and graphic design team to ensure that all media materials (website, social media, presentations) are up to date.
  
• Follow up with clients to collect any missing documentation or confirmations.
  
• Generate sales performance reports, pending invoice lists, and order tracking summaries.
  
• Maintain a record of customer complaints/issues and ensure coordination for prompt resolution.