Sales Operations Coordinator

Sert Technology Inc.; General Trias; On-site; PHP 180,000 - 300,000; Full time

Job summary

Sert Technology Inc. is seeking a proactive Client Relations and Documentation Coordinator in Cavite, Philippines to manage client inquiries, coordinate document requirements, and maintain organized sales records.

The role involves cross‑department collaboration with Sales, Finance, Tech Support, and Development to ensure timely, compliant transaction processing. Responsibilities include updating clients on status, preparing quotations and contracts, and safeguarding confidential information.

Responsibilities

• Serve as a point of contact for client inquiries, requests, follow-ups, and documentation concerns.
• Maintain professional and courteous communication with existing and prospective clients.
• Coordinate with clients regarding required documents, transaction updates, proposals, and other sales-related requirements.
• Monitor pending client concerns and coordinate with the appropriate departments to facilitate timely resolution.
• Maintain updated client contact information and transaction records.
• Provide appropriate updates to clients regarding the status of their requests, subject to authorized information and company procedures.
• Prepare, organize, process, and maintain sales-related documents, including quotations, proposals, purchase orders, contracts, agreements, and other applicable records.
• Ensure that sales documents are complete, accurate, properly filed, and accessible to authorized personnel.
• Monitor the status of pending, submitted, approved, and completed documents.
• Maintain organized physical and electronic filing systems for client records and sales transactions.
• Coordinate with the Sales Department and other relevant departments regarding document requirements, corrections, approvals, and submission deadlines.
• Ensure the proper turnover, updating, and safekeeping of client files and documentation records.
• Maintain confidentiality and protect client and company information against unauthorized access or disclosure.
• Coordinate with Sales, Finance, Technical Support, Software Development, and other relevant departments regarding client requirements and transaction documentation, as applicable.
• Follow up on pending internal approvals and requirements necessary to complete sales transactions.
• Assist in preparing sales documentation reports, client status reports, and other administrative summaries required by management.
• Monitor compliance with established documentation procedures and report discrepancies or delays to the immediate supervisor.
• Assist in improving documentation workflows and client coordination procedures.
• Perform other reasonable and related duties assigned by management consistent with the position and company policies.

Job description

A. Client Relations and Coordination

• Serve as a point of contact for client inquiries, requests, follow-ups, and documentation concerns.
• Maintain professional and courteous communication with existing and prospective clients.
• Coordinate with clients regarding required documents, transaction updates, proposals, and other sales-related requirements.
• Monitor pending client concerns and coordinate with the appropriate departments to facilitate timely resolution.
• Maintain updated client contact information and transaction records.
• Provide appropriate updates to clients regarding the status of their requests, subject to authorized information and company procedures.

B. Sales Documentation and Records Management

• Prepare, organize, process, and maintain sales-related documents, including quotations, proposals, purchase orders, contracts, agreements, and other applicable records.
• Ensure that sales documents are complete, accurate, properly filed, and accessible to authorized personnel.
• Monitor the status of pending, submitted, approved, and completed documents.
• Maintain organized physical and electronic filing systems for client records and sales transactions.
• Coordinate with the Sales Department and other relevant departments regarding document requirements, corrections, approvals, and submission deadlines.
• Ensure the proper turnover, updating, and safekeeping of client files and documentation records.
• Maintain confidentiality and protect client and company information against unauthorized access or disclosure.

C. Internal Coordination and Administrative Support

• Coordinate with Sales, Finance, Technical Support, Software Development, and other relevant departments regarding client requirements and transaction documentation, as applicable.
• Follow up on pending internal approvals and requirements necessary to complete sales transactions.
• Assist in preparing sales documentation reports, client status reports, and other administrative summaries required by management.
• Monitor compliance with established documentation procedures and report discrepancies or delays to the immediate supervisor.
• Assist in improving documentation workflows and client coordination procedures.
• Perform other reasonable and related duties assigned by management consistent with the position and company policies.