Sales Coordinator

Hidromac Philippines, Inc.; Manila; On-site; PHP 334,800 - 446,400; Full time

Benefits offered by this job

13th Month Pay

Life Insurance

HMO

Free Meals

Job Training

Maternity & Paternity Leave

Sick Leave

Vacation Leave

Job summary

A leading logistics company in Manila seeks a Sales Coordinator to manage administrative tasks for the Sales Team. Responsibilities include preparing quotations, coordinating logistics, and maintaining customer communications. The ideal candidate holds a Bachelor’s degree in a related field, has proficiency in office software, and possesses strong organizational skills. This on-site position offers a dynamic work environment with opportunities for professional growth.

Qualifications

• 2-4 years of work experience in the same field is an advantage.
• Strong understanding of Incoterms, insurances, and other shipping-related transactions.
• Strong attention to detail.

Responsibilities

• Prepare quotations, proposals, and contracts accurately.
• Coordinate delivery and logistics with various departments.
• Respond to customer inquiries within the same business day.
• Maintain department records and ensure compliance with shipping documents.

Skills

Proficiency in word processing

Database management

Spreadsheet usage

Excellent organizational skills

Fluent in oral and written English

Education

Bachelor's degree in Office Administration or Business Administration

Job description

On-site - Manila 1-3 Yrs Exp Bachelor Full-time

Government Mandated Benefits

13th Month Pay

Insurance Health & Wellness

Life Insurance, HMO

Free Meals

Professional Development

Job Training

Maternity & Paternity Leave, Sick Leave, Vacation Leave

The Sales Coordinator is responsible for all administrative and support tasks of the Sales Team. This role involves coordinating customer requirements, delivery, and sales schedules. It ensures smooth transaction flow from inquiry to delivery, including proper documentation and compliance. The Sales Coordinator plays a key role in improving the Sales Team’s efficiency and ensuring excellent customer service.

Duties and Responsibilities

Quotation and Order Processing

• Prepare quotations, proposals, and contracts timely and accurately.
• Verify pricing, freight terms, and delivery lead times.
• Clearly indicate Incoterms in all quotations.
• Prepare and issue Purchase Orders to principals and suppliers, ensuring alignment with issued quotations.
• Review customer Purchase Orders and confirm consistency with quoted commercial terms.
• Monitor order status from purchase confirmation to delivery.

Delivery and Logistics Coordination

• Coordinate with relevant departments and principals for availability and delivery dates.
• Arrange local trucking and sea or air freight bookings, and insurance when necessary.
• Liaise with freight forwarders, brokers, and other logistics partners.
• Ensure accurate preparation of complete and applicable shipping documents, including:
• Packing List
• Delivery Receipt
• Bill of Lading / Airway Bill
• Certificate of Origin (when applicable)
• Escalate any delays immediately.
• Ensure compliance with agreed Incoterms.

Customer Communication and Follow Up

• Respond to customer inquiries within the same business day.
• Follow up on pending quotations.
• Proactively provide delivery schedules and updated lead times.
• Coordinate closely and communicate with Sales Engineers and Sales Managers to ensure that orders are processed promptly.

Documentation and Record Keeping

• Encode and update monitoring files including:
• Quotations
• Purchase Orders
• Delivery Status
• Submit weekly sales updates covering:
• Orders received
• Delayed shipments
• Track monthly target vs actual sales performance.
• Maintain department records, contracts, and files in an organized and accessible manner.
• Ensure availability of updated brochures, sales and marketing materials, and presentations.

Billing and Collection Coordination

• Ensure accuracy of invoices.
• Monitor and update aging of receivables.

Travel Arrangements

• Arrange travel flights, accommodations, and itineraries for members of the Sales Team.
• Ensure timely approval of travel requests.

Inter-department Coordination

• Collaborate with other departments as required for seamless implementation of activities.
• Serve as liaison between the sales team and other departments.

General Activities

• Support the Sales Support Manager and Sales Managers with other requirements.
• Maintain updated understanding of international trade terms (Incoterms) and shipping best practices.
• Assist with compliance requirements of other departments.
• Answer phone calls and emails in a prompt and professional manner.
• Perform other duties that may be assigned.

Qualifications

• Bachelor's degree in Office Administration, Business Administration, or any related course.
• Proficiency in the use of computer programs for:
• Word processing
• Database management
• Spreadsheet
• Email
• 2–4 years of work experience in the same field is an advantage.
• Strong understanding of Incoterms, insurances, and other shipping-related transactions.
• Fluent in oral and written English.
• Excellent organizational skills.
• Strong attention to detail.