Sales Coordinator

Sales Coordinator

Department: Sales / Operations Reports To: Sales Manager / Operations Manager

Key Responsibilities

1\. Contract \& Documentation Management

• Generator Contracts: Prepare, review, and finalize sales/purchase contracts for generators and heavy equipment, ensuring all legal and commercial terms are accurately captured. AMC Contracts: Draft and manage Annual Maintenance Contracts (AMC) for clients, detailing service schedules, response times, and coverage terms. Renewals: Proactively track contract expiration dates and manage the renewal process. Document Control: Maintain a centralized digital filing system for all contracts, purchase orders, and service agreements for easy retrieval.

2\. Logistics \& Delivery Coordination

• Equipment Delivery: Coordinate the scheduling and delivery of generators and equipment to customer sites, liaising with the logistics/transport team to ensure timely arrival. Diesel Supply: Manage the coordination of diesel fuel deliveries, including placing orders with suppliers and scheduling drop\-offs based on client consumption rates. Inventory Tracking: Keep a real\-time record of diesel stock levels and equipment availability to ensure supply meets demand.

3\. Sales Support \& Quotations

• Quotations \& Proposals: Assist the sales team in preparing detailed, accurate, and competitive quotations and technical proposals based on client requirements. Tender Support: Help gather documentation required for tenders, including company profiles, financial statements, and previous project references.

4\. Client Communication \& Follow\-up

• Proactive Follow\-up: Conduct regular follow\-ups with clients regarding pending quotations, outstanding payments, and delivery schedules to close deals efficiently. Timesheet Management: Request, collect, and verify timesheets from site engineers or clients to confirm service completion and facilitate billing. Issue Resolution: Act as the first point of contact for client queries regarding delivery delays, service complaints, or diesel shortages, escalating issues to the operations team when necessary.

5\. Administrative \& Reporting

• Data Entry: Input and update client information, sales activities, and service history.

Additional Tasks Added for This Role

• Vendor Management: Liaise with third\-party suppliers (transporters, diesel suppliers, subcontractors) to negotiate rates and ensure service level agreements are met. Permit \& Compliance: Assist in obtaining necessary site access permits, customs clearance (if applicable), or safety documentation prior to equipment delivery. Warranty Tracking: Monitor warranty periods for delivered equipment and coordinate with the service team for warranty claims or repairs.

Receivables Coordinator

Reports To: Sales Manager / Operations Manager with dotted line to Finance

Key Responsibilities

1\. Milestone \& Invoice Triggering

• Review all contracts (sales, AMC, diesel supply) and extract payment milestone dates (advance, delivery, installation, monthly recurring). Coordinate with Sales/Operations to confirm that a milestone has been achieved (e.g., equipment delivered, diesel supplied, service completed). Request the Finance team to raise invoices immediately upon milestone achievement, attaching necessary supporting documents (delivery notes, timesheets, service reports).

2\. Receivables Follow\-up \& Collections

• Maintain a receivables tracker with invoice dates, due dates, client contacts, and payment status. Send reminder emails to clients 7 days before due date and 1 day after due date. Make professional phone calls to client accounts payable departments for payment confirmations. Escalate overdue accounts (30\+ days) to the Sales Manager with a summary of follow\-up history.

3\. Document Validation for Payment

• Ensure all supporting documents (delivery notes, diesel dip\-stick reports, service completion certificates, timesheets) are collected fr