Sales Operations Management Coordinator

Job Responsibilities

1. Sales Support & Coordination

• Support the sales team in day-to-day operations, including preparing quotations, proposals, and pitch documents for client presentations.
• Coordinate between sales, design, procurement, and production teams to ensure smooth information flow across departments.
• Maintain accurate records of client accounts, project status, and sales pipeline in internal systems (CRM/Excel).
• Assist in tracking sales targets and preparing performance reports for management.

2. Order & Contract Administration

• Process sales orders, contracts, and related documentation accurately and in a timely manner.
• Manage invoicing, payment follow-ups, and coordinate with finance to ensure timely billing and collections.
• Maintain organized records of contracts, purchase orders, and project documentation.

3. Project & Process Coordination

• Support project planning by coordinating schedules, budgets, and resource allocation across multiple ongoing projects.
• Liaise with internal teams and external suppliers/contractors to track project timelines and deliverables.
• Monitor project status and flag delays or issues to relevant stakeholders for timely resolution.
• Assist in preparing project cost estimates and budget tracking reports.

4. Data Management & Reporting

• Maintain and update sales operations databases, ensuring data accuracy and consistency.
• Prepare regular sales and operational reports, dashboards, and summaries for management review.
• Analyze sales data and project metrics to identify trends and areas for process improvement.

5. Client & Stakeholder Communication

• Act as a secondary point of contact for client inquiries, ensuring timely and professional responses.
• Support client meetings by preparing materials, taking minutes, and following up on action items.
• Assist in maintaining strong client relationships through consistent and organized communication.

6. Process Improvement & Administrative Support

• Identify inefficiencies in sales and operational workflows, and recommend process improvements.
• Support the implementation of new tools, systems, or SOPs to enhance sales operations efficiency.
• Provide general administrative support to the sales and project teams as needed.