Specification Engineer

Coxwell Global Pvt. Ltd.; New Delhi; On-site; INR 800,000 - 1,400,000; Full time

Job summary

Coxwell Industries seeks a Department Approval Representative for government projects. The role will operate in a territory-based field setting, engaging authorities and stakeholders to secure formal product approvals for tenders.

Responsibilities include preparing technical documentation, coordinating with teams, and ensuring timely follow-ups and clearance for Coxwell products in public sector bids.

Qualifications

• 2–6 years of experience in government project sales or related field.

Responsibilities

• Take ownership of Department Approval Tracker records in Zoho CRM and manage pursuits.

Skills

Stakeholder management

Technical communication

Documentation discipline

Field visits

Follow-up discipline

Education

Civil/Mechanical Engineering diploma or degree

Construction management/Business administration

Tools

Zoho CRM

Job description

Job Description

Department Approval Representative Government Projects

Company:Coxwell Industries

Department:Government Projects / Specification Approvals

Location:Territory-based field role

Reporting To:Regional Team Lead / Head Government Projects

Employment Type:Full-time

Role Purpose

The Department Approval Representative will be responsible for obtaining formal acceptance of Coxwell products as approved or equivalent specifications in government, infrastructure, institutional, and public‑sector projects.

Many tenders specify a particular competitor brand, system, or product standard. The representatives role is to engage the relevant approving authority, consultant, contractor, and project stakeholders; submit the required technical documentation and samples; and secure written approval for Coxwell before the tender or procurement decision closes.

This is a field‑intensive specification approval role. It requires strong follow‑up, technical communication, stakeholder management, documentation discipline, and accurate use of Coxwell’s Department Approval Tracker in Zoho CRM.

Key Responsibilities

1. Tender and Approval Pursuit

• Take ownership of Priority A and B Department Approval Tracker records assigned through Zoho CRM.
• Review the tender information, competitor specification, BOQ requirements, authority details, risk flags, and submission deadlines.
• Establish an approval strategy and set a realistic internal target deadline for every assigned pursuit.
• Prioritize opportunities based on tender closing date, project value, approval complexity, and likelihood of conversion.
• Close irrelevant or no-longer‑actionable pursuits promptly with the correct reason.

2. Stakeholder Identification and Engagement

• Identify the actual technical and commercial decision‑makers for each project.
• Build working relationships with government departments, architects, consultants, project management consultants, contractors, distributors, and procurement teams.
• Correct and update authority contact information in Zoho based on firsthand field intelligence.
• Use direct outreach, distributor networks, departmental visits, project‑site visits, telephone calls, and professional references to reach the relevant authority.
• Schedule and conduct meetings with stakeholders responsible for specification acceptance.

3. Technical Presentation and Approval

• Understand the competitor product or system named in the tender and the technical basis of the specification.
• Present Coxwell products as technically compliant and commercially viable equivalents.
• Explain Coxwell’s product performance, certifications, application suitability, installation system, warranties, and previous project credentials.
• Coordinate with Coxwell’s technical, design, testing, and production teams to prepare:
• Technical datasheets
• Product comparison statements
• Test certificates
• Compliance documents
• Samples and mock‑ups
• Drawings and installation details
• Method statements and technical clarifications
• Submit physical samples and supporting documents to the approving authority.
• Address technical objections and coordinate responses until the authority’s requirements are satisfied.
• Secure a formal approval letter, approved‑make inclusion, equivalent‑product acceptance, or other documented evidence of approval.

4. Follow‑Up and Closure

• Maintain structured follow‑up after meetings and sample submissions.
• Record additional information requested by the authority and ensure it is provided within the required timeline.
• Track pending decisions, technical clarifications, committee reviews, and approval‑letter issuance.
• Escalate stalled, high‑value, or time‑sensitive approvals to the Team Lead.
• Mark a pursuit as approved only after the required approval documentation has been obtained and uploaded.
• Mark unsuccessful pursuits as Closed Lost with accurate and defensible reasons.

5. CRM and Process Discipline

• Update every assigned pursuit through the defined DAT stages:
• Not Initialized
• Initialized
• Meeting Scheduled
• Meeting Done
• Sample Submitted
• Follow Up
• DAT Approved
• Closed Lost
• Maintain complete and accurate meeting logs, contact details, submission dates, follow‑up notes, and approval records.
• Upload approval letters and supporting evidence in Zoho CRM.
• Ensure no assigned DAT record remains stale or inaccurately open.
• Follow the defined stage sequence and mandatory‑field requirements.
• Work closely with the CRM administrator to correct tender assignments, contact information, or source‑data issues.

6. Commercial Handover

• Understand that departmental approval does not mean the project or order has been won.
• After approval, coordinate with the relevant sales representative, distributor, contractor, and Team Lead to progress the automatically created Deal.
• Share approval conditions, stakeholder intelligence, project timelines, competitor position, distributor involvement, and expected order value.
• Support the commercial team until the opportunity is converted, lost, or formally reassigned.

Key Performance Indicators

Performance will be evaluated on:

• Number of DAT pursuits initialized within the required timeline.
• Meetings scheduled and completed with relevant approving stakeholders.
• Samples and technical submissions completed before internal deadlines.
• Number and value of formal departmental approvals obtained.
• Approval conversion rate from initialized DAT records.
• Average time taken from initialization to approval.
• Percentage of assigned DAT records updated accurately and on time.
• Number of stale or overdue DAT records.
• Quality and completeness of meeting logs and contact data.
• Accuracy of Closed Lost reasons.
• Value of approved opportunities handed over to the commercial pipeline.
• Ultimate order conversion from DAT‑approved opportunities, as a shared commercial metric.

Required Experience

• 2–6 years of experience in one or more of the following:
• Government project sales
• Specification sales
• Building‑material sales
• Infrastructure or institutional project sales
• Government liaison or departmental coordination
• Technical business development
• Consultant, architect, or contractor engagement
• Experience working with government departments, PSUs, CPWD, PWD, railways, airports, metro projects, public institutions, or large EPC contractors is preferred.
• Experience with roofing, faade, glazing, polycarbonate, aluminium systems, construction chemicals, insulation, building envelopes, or related products will be an advantage.
• Experience managing technical approvals, vendor registrations, approved‑make lists, sample approvals, or equivalent‑product submissions is strongly preferred.

Skills and Competencies

• Strong persistence and follow‑up discipline.
• Ability to navigate government and institutional decision‑making structures.
• Confidence in meeting engineers, consultants, department officials, and contractors.
• Ability to understand and explain technical product information.
• Strong written documentation and meeting‑note skills.
• Comfortable using CRM systems and maintaining structured activity records.
• Ability to independently plan field visits and manage multiple approval pursuits.
• Strong relationship‑building and stakeholder‑mapping ability.
• Good judgement regarding when to continue, elevate, or close a pursuit.
• Ability to work ethically and professionally in government‑facing environments.
• Working knowledge of Microsoft Office, email, PDF documentation, and CRM software.
• Fluency in English, Hindi, and the relevant regional language is preferred.

Educational Qualification

• Diploma or bachelor’s degree in civil engineering, mechanical engineering, architecture, construction management, business administration, or a related discipline.
• Candidates with strong relevant field experience may be considered even without an engineering degree.

Travel Requirements

• This is a field‑oriented role requiring frequent travel within the assigned territory.
• The representative must be willing to visit government offices, consultant offices, project sites, contractor offices, distributor locations, and other approving stakeholders.
• Occasional intercity or interstate travel may be required depending on project allocation.