Management Coordination Officer

Job Summary

The Management Coordination Officer ensures seamless coordination and facilitation of sales administrative tasks for the Customer Relations Team, driving efficiency, accuracy, and performance. The role oversees sales document processing, reporting, database management, team performance monitoring, and communication across departments. The ideal candidate demonstrates strong organization, analytical thinking, critical decision-making, and a positive presence, while valuing collaboration, initiative, discipline, and goal commitment.

Key Responsibilities

1. Sales Administration

• Assist the DCR/CRM with all sales requirements
• Process and maintain sales documents: Sales Orders, Variation Orders, SOF amendments, cancellations, and commission requests
• Custodian of sales forms and literature; maintain inventory of materials
• Input sales data into designated systems and coordinate with Finance for reconciliation
• Prepare and maintain sales qualification materials
• Coordinate with other departments on sales-related tasks and incentive claims

2. Accreditation and Bidding

• Prepare and proof accreditation and bidding documents for clients
• Ensure timely submission and consistency of technical and non-technical documents
• Coordinate across departments to meet deadlines

3. Management Coordination & Administration

• Liaise between RSPD, MCD, and Customer Relations for lead assignments, quota tracking, and goal monitoring
• Attend sales meetings and training sessions
• Assist Chief of Growth & Customer Relations with memos, reports, filing, and scheduling
• Organize meetings, book rooms, manage travel itineraries, and prepare minutes of meetings

4. Database Management

• Create and maintain client databases
• Support email marketing campaigns in coordination with RCO/CDBO

5. Reporting

• Consolidate data and prepare reports: MSER, sales requests, orders, variation orders, lost/canceled/hold projects, and monthly/quarterly/annual reports
• Maintain accuracy and completeness of all sales-related records and databases

6. Calendar & Schedule Management for CEO & CGCR

• Manage complex scheduling, meetings, and daily calendars
• Arrange flights, hotels, and travel documents
• Communicate and coordinate with internal teams and external stakeholders
• Welcome guests and handle C-Level matters with discretion and professionalism

7. Other Duties

• Perform tasks assigned by management

Education & Experience

• Bachelor’s degree in Business, Marketing, or related fields
• Minimum of 2 years experience in sales, marketing, digital marketing, or administrative roles

Key Competencies & Soft Skills

• Strong organization, analytical, and critical thinking skills
• Excellent decision-making, agility, and initiative
• Committed to achieving goals and delivering results
• Values collaboration and teamwork in a dynamic office environment
• Disciplined, detail-oriented, and able to manage multiple tasks efficiently
• Strong positive presence and interpersonal skills; people-oriented
• Sound judgment, integrity, and professionalism

Personal Attributes

• High level of integrity and confidentiality
• Self-motivated and able to work independently or in a team
• Friendly, professional, and approachable demeanor
• Strong conviction; knows right from wrong
• Continuous learner with a proactive “can-do” attitude