Sales Operations Coordinator

Sales Operations Coordinator

To drive commercial success and operational efficiency by providing end-to-end administrative, procurement, and sales support. This role acts as a critical bridge between sales, finance, and operations, ensuring accurate quoting, seamless order fulfillment, and exceptional customer experience.

Key Responsibilities

Sales & Commercial Support

• Provide comprehensive administrative support to the Account Manager.
• Prepare customer quotations and accurate pricing proposals, reviewing all quotes for accuracy prior to customer submission.
• Obtain vendor pricing, manage deal registrations, and coordinate special pricing requests and discount approvals.
• Support responses to tenders, RFQs, and government procurement initiatives.
• Support margin validation and pricing accuracy.
• Assist with Statements of Work (SOWs), project documentation, and service requests.

Order Management & Procurement

• Process customer purchase orders from receipt through to fulfillment, ensuring accuracy and timely delivery.
• Create and maintain sales orders, including validation, updates, and coordination with internal stakeholders.
• Procure equipment and materials required for customer projects and daily operational requirements.
• Process contractor purchase orders and manage associated documentation and approvals.
• Monitor and manage inventory levels for retail items, including stock replenishment, stock accuracy, and inventory reporting.

Customer Experience & Logistics

• Maintain strong, positive customer relationships.
• Respond to customer enquiries regarding quotations, orders, and deliveries.
• Provide proactive updates on ETAs, consignments, delivery schedules, and special delivery instructions.
• Coordinate with suppliers, logistics providers, and internal teams to swiftly resolve order, supply, and delivery issues.
• Assist with general customer service activities to ensure a positive customer experience and the timely resolution of queries.

Financial Administration & Compliance

• Manage Gross Profit (GP) compliance processes to ensure strict adherence to company policies, procedures, and regulatory requirements.
• Work closely with Finance to resolve billing discrepancies.
• Assist with invoicing queries and revenue recognition requirements.
• Coordinate credit notes, returns, and warranty claims.

Systems, Reporting & Documentation

• Maintain accurate customer and opportunity information within CRM systems.
• Maintain meticulous records of quotes, orders, contracts, and project documentation across business systems.
• Coordinate customer documentation and contractual requirements, ensuring all required paperwork is completed and filed appropriately.
• Prepare and maintain operational reports, track key metrics, and support business decision-making.
• Support continuous improvement initiatives across sales and operational processes.