Sales Specialist

Job Description

REQUIREMENTS

• Bachelor’s degree in Business Administration, Marketing, Engineering, or a related field.
• Minimum 3–5 years of experience in sales coordination, sales support, sales administration, or commercial administration, preferably within the construction, engineering, MEP, swimming pool, or water treatment industry.
• Experience in preparing quotations, tenders, RFIs, RFQs, contracts, invoices, and sales documentation.
• Experience with CRM and ERP systems, preferably SuperOffice CRM.
• Experience with Oracle portals and/or SAP Ariba is highly preferred.
• Strong knowledge of Microsoft Office, particularly Excel and Word; PowerPoint and SharePoint experience is an advantage.
• Excellent communication, organizational, coordination, and documentation skills.
• Strong attention to detail and ability to manage multiple projects and deadlines in a fast-paced environment.
• Customer-focused with strong problem-solving and relationship management skills.
• Ability to coordinate effectively with Sales, Finance, Procurement, Technical, PMO, and Management teams.
• Fluency in English is required; additional languages are an advantage.
• Hands-on experience with SuperOffice CRM or similar CRM systems.
• Practical knowledge of tendering, RFI, and RFQ processes.
• Experience with Oracle / SAP Ariba supplier registration, qualification, and invoice submission.
• Knowledge of CRM/ERP-based quotation, sales order, and invoicing processes.
• Good knowledge of Microsoft Office, particularly Excel and Word.
• Strong communication, coordination, and organizational skills.
• Excellent attention to detail and ability to manage multiple deadlines.
• Ability to coordinate effectively with Sales, Finance, Procurement, Technical, and Management teams.

RESPONSIBILITES

Sales Administration

• Manage customer inquiries and maintain accurate sales records using SuperOffice CRM, SharePoint, and Sales Trackers.
• Prepare quotations, proposals, tender documents, Proforma Invoices, and Tax Invoices in accordance with company procedures.
• Maintain complete and organized sales documentation and customer records.
• Ensure all sales documentation is accurate and properly approved before submission.
• Support CRM/ERP-based quotation, sales order, and invoicing processes.

Contract Administration

• Assist in reviewing customer contracts for awarded projects.
• Coordinate internal feedback from relevant departments and consolidate contract comments.
• Support contract clarification processes and maintain final signed agreements.

Tender, RFI & RFQ Management

• Coordinate and support tender, RFI, and RFQ processes from receipt through submission.
• Prepare and compile commercial and administrative documents required for tenders and customer submissions.
• Coordinate with Sales, Technical, Procurement, Finance, and Management teams to obtain required information and approvals.
• Maintain accurate records of tender submissions, RFIs, RFQs, and related correspondence.

Sales Reporting & Pipeline Management

• Maintain and update the Sales Tracker, Project Pipeline, Sales Forecast, Opportunity Pipeline, and Payment Monitoring Reports.
• Ensure CRM information and sales opportunities are regularly updated and accurate.
• Prepare weekly sales meeting agendas and distribute meeting minutes.
• Monitor project payment status and coordinate with Finance, Commercial, PMO, and Management regarding outstanding payments.
• Prepare sales reports and summaries as required by Management.

Vendor Registration & Supplier Management

• Coordinate supplier/vendor registration and prequalification through customer and supplier portals.
• Manage supplier registration, qualification, and documentation requirements through Oracle portals, SAP Ariba, and similar platforms.
• Maintain updated supplier registration and prequalification records.
• Coordinate with Finance and relevant departments for supplier documentation and invoice submission requirements.

Invoicing & Payment Follow-Up

• Prepare and coordinate Proforma Invoices, Tax Invoices, and other billing documentation.
• Submit invoices through relevant customer portals, including Oracle and SAP Ariba, where applicable.
• Follow up on invoice status, payment approvals, and outstanding receivables.
• Coordinate with Finance and customers to resolve invoice-related issues and payment delays.

Cross-Functional Coordination

• Work closely with Procurement, Logistics, Finance, Technical, PMO, and Sales teams to ensure successful project execution.
• Coordinate internal support to resolve customer concerns efficiently.
• Provide sales-related documentation required by various departments.
• Coordinate effectively with Management and other stakeholders to ensure timely completion of sales and commercial activities.

Customer Relationship Management

• Build and maintain strong relationships with customers.
• Provide prompt responses to inquiries and professional after-sales support.
• Monitor customer satisfaction and ensure timely resolution of customer concerns.
• Maintain accurate customer records and communication history in the CRM system.

Compliance & Continuous Improvement

• Ensure compliance with company policies, procedures, and quality standards.
• Maintain confidentiality of commercial and customer information.
• Stay informed of industry trends, competitor activities, and new products.
• Participate in sales meetings, product training, exhibitions, and other company events.
• Identify opportunities to improve sales administration, CRM, reporting, and documentation processes.
• Perform other duties assigned by the Sales Manager or Management.

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