Job Description
The Sales Coordinator is responsible for managing customer tender submissions, preparing quotations, and coordinating cross-functional teams to ensure timely and accurate proposal responses. This role serves as the central point of contact between Sales, Operations, Supply Chain, Finance, Project Management, and Field Services to support business development efforts and secure new opportunities.
Key Responsibilities
Tender & Proposal Management
Review and analyze customer RFQs, RFPs, tenders, and bid opportunities
Coordinate internal kickoff meetings to review customer requirements, scope, timelines, and deliverables
Gather pricing, technical details, service capabilities, and supporting documentation from internal departments
Prepare, compile, and submit complete and compliant tender responses within deadlines
Maintain tender calendars, submission schedules, and bid tracking reports
Ensure all proposal documents meet customer requirements and company standards
Quotation Preparation
Prepare customer quotations based on pricing inputs from internal teams
Coordinate with Procurement, Supply Chain, Operations, and Finance to validate pricing and service costs
Ensure quotations are accurate, competitive, and aligned with margin expectations
Track quote revisions, approvals, and final submissions
Maintain quotation templates, pricing records, and supporting documentation
Cross-Functional Coordination
Liaise with Sales, Project Management, Field Services, Electrical, Logistics, and Supply Chain teams for proposal development
Follow up with internal teams to ensure deadlines are met
Support leadership with reporting on open tenders, pipeline activity, and bid status
Assist in customer onboarding documentation and contract administration where required
Administrative Tasks
Maintain CRM records, customer files, and sales documentation
Support customer communication regarding proposal clarifications and submission follow-ups
Assist with preparing presentations, sales reports, and executive summaries
Conduct occasional outbound calls, including cold calling, follow-ups, and customer outreach activities as required
Qualifications
A college diploma or university degree in Business Administration, Commerce, Supply Chain Management, or a related field is required.
3+ years of experience in sales coordination, tender management, bid preparation, or inside sales support
Experience responding to RFPs, RFQs, and formal tender submissions preferred
Strong understanding of quotation preparation and pricing coordination
Excellent organizational and project coordination skills
Strong written communication and document preparation skills
High attention to detail and deadline management
Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
Experience with CRM systems and ERP platforms preferred (Oracle NetSuite, SAP, Salesforce)
Experience in Information technology, Field services, Electrical services and Reverse logistics services environments is considered an asset
Core Competencies
Highly organized and detail-oriented
Capable of managing multiple deadlines in a fast-paced environment
Strong communication skills
Deadline-driven execution
Cross-functional collaboration
Problem-solving and critical thinking
Time management and prioritization
Commercial awareness
Success Measures
On-time tender submissions
Accuracy and quality of quotations
Win-rate improvement on submitted proposals
Internal stakeholder satisfaction
Reduction in quote turnaround time
Improved bid tracking and reporting efficiency