Sales Coordinator

1.1 Sales Support & Quotation Management

• Receive, register and review customer inquiries (RFQs).

• Prepare and submit quotations based on instructions and technical inputs from Sales Engineers and the Sales Manager.

• Coordinate with suppliers to obtain pricing, availability and delivery lead times.

• Ensure quotations contain accurate material descriptions, specifications, quantities, pricing and delivery terms.

• Follow up with customers regarding submitted quotations and maintain updated quotation status.

• Coordinate with Sales Engineers to clarify technical specifications and customer requirements.

• Maintain updated supplier information, price lists and quotation records.

1.2 Order Processing & Coordination

• Prepare sales orders, proforma invoices and order confirmations based on approved customer requirements.

• Review customer purchase orders against submitted quotations and highlight any discrepancies to the Sales Manager.

• Coordinate with Procurement and Logistics teams to confirm material availability and delivery schedules.

• Monitor order progress and shipment status and provide timely updates to customers.

• Coordinate delivery arrangements and ensure the timely preparation of delivery notes, invoices, packing lists and other relevant documents.

• Follow up on pending orders and ensure proper coordination until successful delivery.

1.3 Documentation & Compliance

• Maintain organized records of:

  • Customer inquiries (RFQs).

  • Quotations and revisions.

  • Customer purchase orders and sales orders.

  • Proforma invoices and commercial invoices.

  • Client contracts and correspondence.

  • Delivery notes and shipping documents.

  • Technical submittals and project-related documentation.

• Assist in preparing technical and commercial documentation required by customers and major oil & gas clients, including ADNOC.

• Coordinate the collection and submission of material certificates, compliance documents and other supporting documents from relevant departments and suppliers.

• Assist in vendor registration and prequalification documentation.

• Ensure documentation is accurate, properly maintained and submitted within required timelines.

1.4 Client Communication & Coordination

• Handle routine customer correspondence and respond to inquiries in a timely and professional manner.

• Coordinate with Sales Engineers regarding customer requirements, clarifications and follow-ups.

• Schedule customer meetings and maintain sales calendars.

• Follow up on pending customer approvals, quotations and order confirmations.

• Maintain professional relationships with customers and suppliers through effective communication.

• Support the Sales Team in maintaining customer records and correspondence.

1.5 Sales Reporting & Tracking

• Maintain and regularly update the RFQ register, quotation tracker and order status records.

• Monitor pending inquiries, submitted quotations, confirmed orders and lost opportunities.

• Prepare weekly and monthly sales activity reports for management.

• Maintain accurate sales records using Excel, ERP systems or CRM platforms.

• Highlight pending actions, delayed orders and outstanding customer responses to the Sales Manager.

• Support the Sales Team in monitoring sales activities and follow-up schedules.