Sales Coordinator

About the role

The Sales Coordinator provides administrative and operational support to the sales team and acts as a key point of contact between customers, sales staff, suppliers, logistics and internal departments. The role ensures that customer orders, quotations, deliveries, invoices and related documentation are processed accurately and on time.

Key responsibilities:

1. Sales & Customer Support

• Handle customer enquiries via email and phone promptly and professionally.
• Prepare and follow up on quotations, sales orders and purchase orders.
• Process customer orders and ensure all order details are accurate.
• Monitor order status and provide customers with updates on availability and delivery schedules.
• Follow up on outstanding orders and backorders.
• Maintain good relationships with customers and provide after-sales support.

1. Order & Inventory Coordination

• Coordinate with the warehouse and logistics team to arrange deliveries.
• Check stock availability and monitor inventory levels.
• Liaise with suppliers on product availability, lead times, backorders and shipment status.
• Monitor product expiry dates and coordinate stock replacement where required.
• Ensure urgent and scheduled orders are followed up accordingly.

1. Documentation & Administration

• Prepare and maintain quotations, sales orders, delivery orders, invoices and credit notes.
• Ensure product codes, descriptions, prices and other information are accurately reflected in documents.
• Maintain proper filing of customer and sales documentation.
• Assist with monthly sales reports and other administrative reports.
• Update customer and product information in the relevant systems.
• Uploading Sales Invoices online (Ariba and other platforms)

1. Logistics Coordination

• Coordinate local and overseas shipments with suppliers, freight forwarders and transporters.
• Follow up on AWBs, commercial invoices, packing lists and other shipping documents.
• Ensure shipment arrangements meet customer delivery requirements.
• Track shipments and provide timely updates on delays or issues.
• Coordinate with the warehouse & 3PL for collection and delivery arrangements.

1. Internal Coordination

• Work closely with Sales, Procurement, Logistics, Warehouse and Finance teams.
• Assist sales representatives with order processing and customer requirements.
• Escalate delivery, pricing, stock or customer issues to the appropriate person.

Requirements

• Diploma or equivalent qualification in Business Administration, Sales, Logistics or a related field.
• 2–3 years of relevant experience in sales coordination, customer service, order processing or administration preferred.
• Good written and verbal communication skills.
• Strong attention to detail and accuracy.
• Good organisational and time-management skills.
• Able to handle multiple orders and priorities in a fast-paced environment.
• Good interpersonal skills and ability to work independently as well as in a team.
• Experience with accounting software/ERP, preferably SAP