[ref. g56697520] Toa Payoh - Sales & Project Coordinator

Reports to: Sales & Project Manager

About the Role:

You will work closely with internal teams to ensure seamless execution of sales orders and project timelines.

Characteristics:

✔ Deal-Driven – Manages quotations, sample requests, and order fulfillment to ensure seamless project execution and timely material supply.

1. Sales & Administrative Support

• Prepare and process quotations, invoices, purchase orders, and contracts.
• Maintain accurate records of client orders, project status, and sales reports.
• Ensure all pricing, payment terms, and agreements are correctly documented.

1. Project Coordination & Execution

• Work with Sales & Project Executives, logistics and supply team to manage project schedules and material delivery timelines.
• Liaise with logistics, supply, and finance teams to ensure smooth order fulfilment.
• Track and follow up on pending projects, orders, and client requirements.

1. Client & Supplier Communication

• Support Sales & Project Executives by assisting with internal updates and documentation for client inquiries regarding orders, material viewings, photo taking, samples, and deliveries. Executives will handle direct client communication for inquiries and project updates.
• Work closely with logistics and supply team to track and manage material procurement and supply schedules, ensuring seamless coordination with Sales & Project Executives.
• Assist Sales & Project Executives by consolidating internal updates from logistics and supply teams to ensure accurate project tracking and timely execution.

1. System & Documentation Management

• Update and manage CRM (HubSpot) and ERP (Microsoft Navision) for client data, quotations, and sales transactions.
• Ensure all documentation is accurate, organized, and easily accessible.

1. Internal Collaboration & Communication

• Prioritize email for formal communication while using MS Teams (internal only) and WhatsApp for quick updates.
• Work closely with Sales & Project Executives to streamline coordination between designers, contractors, and logistics and supply team.
• Provide weekly updates to the Sales & Project Manager on sales and project tracking.

1. Experience & Qualifications

• Minimum 2 years of experience in sales coordination, project administration, or logistics support.
• Diploma in Business Administration, Sales, Logistics, or a related field is preferred.
• Prior experience in the construction, interior design, or material supply industry is an advantage.

1. Skills & Competencies

• Detail-Oriented & Highly Organized – Able to manage multiple orders and projects efficiently.
• Tech-Savvy – Proficient in ERP (Microsoft Navision), CRM (HubSpot), and MS Office.
• Strong Communication Skills – Ability to coordinate effectively with internal teams, suppliers, and clients.
• Problem-Solving & Initiative – Proactively resolves project or order-related issues.