SALES ASSOCIATE

JOB ROLE & DESCRIPTION

The Sales Associate is an office-based position responsible for supporting the company’s sales and project-related material requirements through client communication, supplier canvassing, quotation preparation, sales monitoring, procurement coordination, and financial follow-up.

The position will work closely with Project Engineers to respond to material inquiries and canvass requirements, coordinate with the Procurement Team for purchasing activities, communicate with suppliers and clients, and provide accurate monitoring reports to Management.

The position requires strong communication and coordination skills, familiarity with mechanical engineering materials such as stainless steel, piping, fittings, valves, and other industrial materials, and the ability to monitor pricing, suppliers, purchases, payables, collections, and project-related expenses.

1. Sales & Client Coordination

• Handle sales inquiries from existing and prospective clients.
• Communicate with clients regarding product availability, specifications, pricing, quotations, delivery schedules, and payment terms.
• Prepare and send quotations, proposals, and other sales documents.
• Follow up submitted quotations and pending client inquiries.
• Assist in developing new sales opportunities and maintaining good client relationships.
• Coordinate with clients regarding orders, billing, deliveries, and collections.
• Maintain proper records of sales inquiries and their status.

2. Project Engineer Coordination

Work closely with Project Engineers regarding their sales and material requirements.

Responsibilities include:

• Receive and review material requests and inquiries from Project Engineers.
• Conduct price canvassing based on project requirements and specifications.
• Identify suitable suppliers for specific materials.
• Request supplier quotations and verify availability, specifications, lead time, and pricing.
• Provide canvassed prices and supplier information to the Project Engineer and concerned personnel.
• Coordinate with the Project Engineer when specifications, quantities, brands, or technical requirements need clarification.
• Monitor the status of requested materials from inquiry, canvassing, purchasing, and delivery.
• Maintain records of material inquiries and their corresponding supplier quotations.

3. Mechanical Materials & Product Knowledge

The Sales Associate / Representative should have knowledge or willingness to learn about materials commonly used in mechanical and industrial projects, including:

• Stainless steel sheets, plates, and tubing
• Stainless steel and carbon steel pipes
• Pipe fittings
• Valves
• Flanges
• Sanitary fittings
• Pumps and mechanical components
• Hardware and industrial supplies
• Fabricated materials
• Other mechanical engineering and construction-related materials

The employee must be able to understand basic material descriptions, sizes, specifications, quantities, and applications and coordinate with the Project Engineer for technical requirements.

4. Material Price & Supplier Monitoring

Maintain an updated Material Price and Supplier Monitoring Report.

The monitoring should include, when applicable:

• Material description
• Specification / size / grade
• Quantity
• Supplier name
• Supplier contact information
• Latest quoted price
• Date of quotation
• Previous price
• Price comparison
• Availability
• Lead time
• Payment terms
• Delivery terms
• Remarks

The employee shall regularly update the monitoring to provide Management and the concerned Project Engineer with reliable reference information for future purchases and quotations.

5. Supplier Canvassing & Coordination

• Contact hardware, steel, mechanical, industrial, and specialized suppliers.
• Canvass prices for requested materials.
• Obtain multiple supplier quotations whenever practical.
• Compare supplier pricing and terms.
• Verify availability and delivery lead time.
• Identify suppliers capable of providing specific or specialized materials.
• Maintain an updated Supplier Directory / Supplier Monitoring List.
• Develop and maintain professional relationships with reliable suppliers.
• Coordinate with suppliers regarding quotations, orders, delivery, and payment concerns.

6. Procurement Coordination

Work closely with the Procurement Team in the purchasing process.

Responsibilities include:

• Provide Procurement with complete material requirements and supplier quotations.
• Assist in comparing supplier quotations for purchasing decisions.
• Coordinate material specifications and quantities with Project Engineers.
• Assist in the preparation of Purchase Orders (POs).
• Verify that PO details correspond with approved requirements and supplier quotations.
• Monitor PO status from preparation, approval, supplier confirmation, and delivery.
• Coordinate with Procurement and suppliers regarding changes, shortages, delays, or other purchasing concerns.

7. Supplier Payables Monitoring

Assist in monitoring outstanding obligations to suppliers.

• Maintain a Supplier Payables Monitoring Report.
• Monitor supplier invoices, purchase orders, deliveries, and payment status.
• Coordinate with Finance/Accounting regarding pending supplier payments.
• Follow up payment status when necessary.
• Monitor supplier payment terms and due dates.
• Report overdue or urgent supplier payables to the appropriate personnel.
• Coordinate with suppliers regarding payment confirmations and account concerns.

8. Client Collections Monitoring

Assist in monitoring collections related to sales transactions.

• Maintain a Client Collection Monitoring Report.
• Monitor invoices issued, amounts due, payment terms, and outstanding balances.
• Follow up clients regarding pending payments.
• Coordinate with Finance/Accounting regarding collection status.
• Maintain records of collection follow-ups and client commitments.
• Report overdue accounts and collection concerns to Management or the concerned personnel.

9. Sales & Expense Monitoring

Maintain accurate monitoring of sales-related transactions and project expenses.

Prepare or assist in preparing Expense Monitoring Reports for Management, including:

• Material purchases
• Supplier payments
• Project-related expenses
• Sales-related expenses
• Delivery and transportation expenses
• Other approved operational expenses

The employee shall ensure that supporting documents are properly recorded and coordinated with Finance/Accounting.

10. Management Reports

Prepare regular monitoring reports as required by Management, including:

• Sales Inquiry Monitoring
• Quotation Monitoring
• Material Price Monitoring
• Supplier Monitoring
• Purchase Order Monitoring
• Supplier Payables Monitoring
• Client Collection Monitoring
• Sales Monitoring
• Project Material Inquiry Monitoring
• Expense Monitoring Report

Reports must be updated, accurate, organized, and submitted within the required schedule.

QUALIFICATIONS

• Bachelor’s degree in Business Administration, Marketing, Engineering, or related field is preferred.
• Experience in sales, construction materials, mechanical supplies, industrial supplies, hardware, procurement, or related industries is an advantage.
• Familiarity with stainless steel, piping, fittings, valves, and mechanical engineering materials is preferred.
• Experience dealing with Food & Beverage, manufacturing, agricultural, construction, or industrial clients is an advantage.
• Knowledge of canvassing, quotations, proposals, invoicing, purchase orders, and supplier coordination.
• Familiarity with collection and payable monitoring is an advantage.
• Strong verbal and written communication skills.
• Strong coordination and follow-up skills.
• Proficient in Microsoft Excel, Word, email, and other office applications.
• Organized, detail-oriented, proactive, and reliable.
• Comfortable communicating with Project Engineers, Procurement, Finance, suppliers, and clients.
• Willing to learn technical products, materials, and project requirements.

SKILLS Communication

Ability to communicate clearly and professionally with clients, Project Engineers, suppliers, Procurement, Finance, and Management.

Sales

Ability to handle inquiries, prepare quotations, follow up opportunities, maintain client relationships, and generate sales.

Technical Awareness

Basic familiarity with mechanical engineering materials and willingness to continuously learn product specifications and applications.

Canvassing & Supplier Sourcing

Ability to identify appropriate suppliers, obtain competitive prices, compare quotations, and monitor material availability.

Coordination

Ability to coordinate multiple requirements between Project Engineers, Procurement, suppliers, clients, and Finance.

Monitoring & Documentation

Strong attention to detail in maintaining price, supplier, sales, PO, payable, collection, and expense monitoring reports.

Follow-Up

Consistent and timely follow-up of quotations, material requests, purchase orders, supplier payments, client collections, and pending requirements.

Accountability

Responsible for keeping assigned records and monitoring reports accurate, updated, and properly submitted.