Sales Coordinator

SALES COORDINATOR – GENERATOR SETS & POWER SYSTEMS

Company: MVA Power Systems Development Inc.
Department: Sales & Business Development
Position: Sales Coordinator
Reports To: Sales Manager / General Manager
Employment Type: Full-Time
Location: Quezon City / Office & Field Coordination

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POSITION SUMMARY

The Sales Coordinator is responsible for providing comprehensive administrative, commercial, and operational support to the Sales Department.

The position serves as a key coordination point between Sales, Engineering, Purchasing, Service, Project Management, Logistics, Accounting, suppliers, and customers. The Sales Coordinator ensures that sales inquiries, quotations, purchase orders, project documents, customer requirements, delivery schedules, and follow-ups are properly recorded, monitored, and acted upon.

In the generator set and power systems industry, the Sales Coordinator must develop sufficient technical and product knowledge to understand the basic requirements of diesel generator sets, ATS, synchronizing panels, switchgear, control systems, accessories, parts, and services.

The position is expected to maintain accurate sales records, ensure timely follow-ups, assist Sales Engineers in preparing proposals, monitor active opportunities, and help ensure that customer commitments are properly coordinated internally.

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KEY RESPONSIBILITIES

1. Sales Administration & Coordination

• Provide day-to-day administrative support to Sales Engineers and Sales Management.

• Receive and record customer inquiries and requests for quotation.

• Ensure that inquiries are properly assigned to the appropriate Sales Engineer.

• Monitor the status of inquiries from initial request through quotation, negotiation, purchase order, and project turnover.

• Maintain organized records of:

  • Customer inquiries
  • Quotations
  • Proposals
  • Purchase Orders
  • Contracts
  • Customer correspondence
  • Technical submittals
  • Delivery schedules
  • Project documents

• Ensure that sales documents are properly filed and readily available.

• Assist Sales Engineers in preparing customer presentations, quotations, proposals, and other sales documents.

• Coordinate internal approvals required before releasing quotations and commercial proposals.

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2. Quotation & Proposal Coordination

• Prepare and format quotations based on approved pricing and information provided by Sales Engineers and Management.

• Request pricing, lead times, availability, and technical information from suppliers and internal departments.

• Coordinate with Engineering regarding technical specifications and equipment selections.

• Ensure quotations contain complete:

  • Equipment descriptions
  • Specifications
  • Quantities
  • Pricing
  • Payment terms
  • Delivery terms
  • Warranty provisions
  • Inclusions
  • Exclusions
  • Validity period

• Monitor quotation validity dates and alert the Sales Engineer before expiration.

• Maintain a quotation monitoring system.

• Follow up on submitted quotations and record customer feedback.

• Assist in preparing quotation revisions and commercial comparisons.

• Ensure that revisions are properly controlled and outdated quotations are not accidentally issued.

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3. Generator Set & Power Systems Product Coordination

The Sales Coordinator shall develop working knowledge of the company's products and services, including:

Generator Sets

• Diesel generator sets
• Standby generator sets
• Prime power generator sets
• Open-type generator sets
• Sound-attenuated / enclosed generator sets
• Mobile generator sets
• Generator accessories

Electrical Systems

• Automatic Transfer Switches (ATS)
• Manual Transfer Switches
• Synchronizing panels
• Paralleling systems
• Low-voltage switchgear
• Circuit breakers
• Distribution panels
• Control panels

Services

• Installation
• Testing and commissioning
• Preventive maintenance
• Troubleshooting
• Repair
• Parts replacement
• Control system upgrades
• Generator rehabilitation
• Annual maintenance contracts

The Sales Coordinator is not expected to perform engineering design but must understand enough of the products and terminology to properly coordinate customer requirements with the Sales and Engineering teams.

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4. Customer Communication & Follow-Up

• Communicate professionally with customers regarding quotations, documents, schedules, and other sales-related matters.

• Follow up with customers regarding:

  • Open quotations
  • Pending approvals
  • Purchase Orders
  • Contracts
  • Technical clarifications
  • Delivery requirements
  • Payment documentation

• Maintain a regular follow-up schedule for active opportunities.

• Record customer feedback and communicate important developments to the assigned Sales Engineer.

• Assist in scheduling customer meetings, site visits, presentations, and technical discussions.

• Ensure that customer requests are acknowledged and properly routed to the responsible department.

• Maintain professional relationships with customers and suppliers.

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5. Sales Pipeline & Opportunity Monitoring

• Maintain the company's Sales Pipeline database or monitoring system.
• Ensure that all sales opportunities are properly recorded.
• Monitor the status of each opportunity, including:

Lead → Qualified Opportunity → Site/Technical Assessment → Quotation → Negotiation → Purchase Order → Project Turnover

• Update opportunity values, expected closing dates, customer information, and current status.
• Monitor inactive or pending opportunities and remind Sales Engineers of required follow-ups.
• Prepare regular sales pipeline reports for Management.
• Identify opportunities with no recent activity and bring them to the attention of the Sales Manager.
• Assist in preparing weekly and monthly sales reports.

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6. Purchase Order & Order Processing

Upon receipt of a customer's Purchase Order, the Sales Coordinator shall:

• Receive and properly record the Purchase Order.

• Check the PO against the approved quotation.

• Verify:

  • Equipment/model
  • Quantity
  • Price
  • Payment terms
  • Delivery requirements
  • Scope of work
  • Warranty
  • Other commercial conditions

• Immediately identify discrepancies between the PO and quotation.

• Coordinate with the Sales Engineer and Management regarding discrepancies.

• Assist in preparing the internal Sales Order / Project Turnover documentation.

• Coordinate with Engineering, Purchasing, Project Management, and Logistics for proper handover.

• Ensure all customer requirements are properly communicated before project execution begins.

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7. Project Turnover & Internal Coordination

The Sales Coordinator shall assist in ensuring a smooth transition from Sales to Project Execution.

Prepare and coordinate the turnover of relevant information, including:

• Customer Purchase Order
• Approved quotation
• Scope of work
• Technical specifications
• Equipment model
• Customer contact information
• Delivery address
• Delivery requirements
• Payment terms
• Warranty requirements
• Project schedule
• Approved drawings
• Technical submittals
• Special customer requirements
• Sales commitments

The Sales Coordinator shall ensure that important customer commitments are not lost during the transition from Sales to Engineering or Project Management.

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8. Delivery & Logistics Coordination

• Coordinate with Logistics and Project teams regarding delivery schedules.
• Monitor expected arrival dates of generator sets, accessories, parts, and other equipment.
• Assist in coordinating delivery requirements with customers.
• Confirm delivery addresses, receiving requirements, site restrictions, and contact persons.
• Assist in preparing delivery documentation.
• Monitor delayed or pending deliveries and report them to the Sales Engineer and Sales Manager.
• Coordinate customer notifications regarding delivery schedules.

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9. Supplier & Manufacturer Coordination

• Coordinate with suppliers and manufacturers for:

  • Pricing
  • Availability
  • Lead times
  • Product specifications
  • Warranty information
  • Technical documents
  • Shipping information

• Request updated quotations when required.

• Monitor supplier quotation validity.

• Maintain organized records of supplier quotations.

• Assist Sales Engineers in comparing supplier offers.

• Follow up on pending supplier responses.

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10. Sales Reporting

Prepare regular reports such as:

• Daily / weekly sales activity
• Quotation monitoring
• Sales pipeline
• Pending quotations
• Pending Purchase Orders
• Closed sales
• Lost opportunities
• Expected orders
• Delivery monitoring
• Customer follow-up reports
• Sales forecast
• Sales performance reports

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

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11. Documentation & Filing

Maintain an organized filing system for all Sales documents.

Documents may include:

• Customer inquiries
• RFQs
• Quotations
• Revised quotations
• Technical proposals
• Purchase Orders
• Contracts
• Correspondence
• Delivery documents
• Project turnover documents
• Supplier quotations
• Product brochures
• Technical specifications
• Warranty documents
• Customer records

Ensure proper version control of quotations and proposals.

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12. Accounts Receivable & Collection Support

The Sales Coordinator shall support the Sales Department and Accounting Department in monitoring customer accounts.

Responsibilities include:

• Monitor customer payment schedules.
• Assist in following up pending payments.
• Coordinate with Accounting regarding outstanding receivables.
• Provide Sales Engineers with updates regarding customer account status.
• Assist in securing required billing and collection documents.
• Flag overdue accounts that may affect ongoing or future transactions.
• Maintain records of customer payment commitments when provided.

The Sales Coordinator shall not independently approve credit terms, payment arrangements, or collection settlements unless specifically authorized.

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13. Customer & Market Database

Maintain an updated database of:

• Existing customers
• Potential customers
• Contractors
• Consultants
• Developers
• Government agencies
• Industrial clients
• Hospitals
• Hotels
• Commercial establishments
• Project owners
• Suppliers
• Industry contacts

Update customer information regularly, including contact persons, positions, email addresses, phone numbers, projects, and sales opportunities.

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14. Meetings & Sales Activities

• Schedule and coordinate internal and external meetings.
• Prepare meeting agendas and required documents.
• Assist in preparing presentation materials.
• Record important action items and commitments.
• Monitor completion of assigned follow-up actions.
• Coordinate site visits and customer appointments.
• Assist during customer presentations, exhibits, product launches, and company events when required.

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15. Compliance with Company Sales Procedures

The Sales Coordinator shall follow all company procedures concerning:

• Pricing approvals
• Discounts
• Quotation issuance
• Credit terms
• Purchase Orders
• Project turnover
• Customer documentation
• Sales reporting
• Document control

The Sales Coordinator shall not independently commit the company to:

• Unapproved pricing
• Discounts
• Delivery dates
• Warranty conditions
• Technical specifications
• Payment terms
• Contractual obligations
• Additional scope of work

without proper authorization.