Sales Coordinator - Maintenance

We are seeking an organised, customer-focused Sales Coordinator - Maintenance to join our sales operations team. The role will support the maintenance sales function by coordinating quotes, managing order processing, liaising with customers and service teams, and ensuring timely delivery of maintenance contracts and parts. The successful candidate will be detail-oriented, responsive, and able to work with internal stakeholders to deliver excellent customer service and efficient post-sale operations.

Key Responsibilities

• Sales order processing: Manage the end-to-end order lifecycle for maintenance contracts, service agreements and spare parts, including order entry, validation, invoicing coordination and status updates.

• Quotation support: Prepare and review maintenance quotations and proposals in line with pricing policy and customer requirements; coordinate approvals and revisions with sales engineers and managers.

• Customer liaison: Act as a primary point of contact for customers on order status, contract renewals, service scheduling and minor technical queries; ensure clear, professional and timely communication.

• Coordination with service teams: Work closely with field service, planning and logistics to schedule maintenance visits, allocate resources and track job completion for contracted work.

• Inventory and parts coordination: Monitor spare parts availability, raise purchase requisitions where necessary and coordinate parts fulfilment with warehouses and suppliers to support maintenance activities.

• Contract administration: Maintain accurate records of maintenance contracts, service level agreements and amendments; track renewal dates and support renewal and upsell activities.

• CRM and system updates: Keep the CRM/ERP systems up to date with customer interactions, quotations, orders, service activities and invoicing information; ensure data accuracy for reporting.

• Reporting and KPIs: Produce regular reports on order status, contract renewals, service call volumes and parts usage; highlight risks and opportunities to the sales manager.

• Cross-functional collaboration: Liaise with sales, finance, supply chain and technical teams to resolve order issues, disputes and billing queries promptly.

• Continuous improvement: Identify and recommend process improvements to streamline order-to-service workflows, reduce lead times and enhance the customer experience.

• 1+ years’ experience in sales coordination, customer service or operations, preferably within maintenance, engineering or aftersales environments.

Skills & Competencies

Technical Skills

• Experience using CRM and ERP systems (e.g., Salesforce, Microsoft Dynamics or similar); strong data entry accuracy and system navigation skills.

• Proficiency with Microsoft Excel (filters, basic formulas) and Outlook for reporting and communication.

• Familiarity with order management, invoicing processes and basic inventory control.

Behavioural Competencies

• Excellent verbal and written communication skills; able to build rapport with customers and internal stakeholders.

• Highly organised with the ability to manage competing priorities and meet tight deadlines.

• Attention to detail and commitment to accurate record keeping and compliance.

• Problem-solving mindset with the ability to escalate and resolve issues proactively.

• Team player who collaborates effectively across functions and contributes to a positive working environment.

• Customer-focused attitude and professional approach in all interactions.

Key Performance Indicators (KPIs)

• Order processing accuracy and turnaround time.

• Contract renewal and retention rates for maintenance agreements.

• On-time scheduling and completion of maintenance jobs.

• Customer satisfaction and response time to enquiries.

• Accuracy and timeliness of CRM/ERP records and reports.