Sales Coordinator

OTSAW DIGITAL PTE. LTD.; Singapore; On-site; SGD 42,000 - 60,000; Full time

Job summary

OTSAW DIGITAL PTE. LTD. in Singapore is seeking a Sales Coordinator to provide administrative, commercial and coordination support to the Robotics Sales Manager, reporting to the Commercial Director.

You will assist with quotations, proposals, tender submissions and ensure timely completion of all required documentation. You will coordinate with Finance, Engineering, Service and Operations, maintain sales trackers and support internal and customer communications to drive accurate and efficient

Qualifications

• Strong administrative, documentation and coordination skills.
• Experience in preparing or coordinating government, hospital or corporate tenders is advantageous.
• Proficient in Microsoft Office, particularly Word, Excel and PowerPoint.
• Detail-oriented with a high level of accuracy in preparing commercial documents.

Responsibilities

• Sales & Commercial Support: Work closely with the Robotics Sales Manager on day-to-day sales and commercial activities; provide administrative and coordination support throughout the sales process; prepare and coordinate quotations, proposals and other commercial documents; assist in customer presentations and sales materials.
• Tender & Proposal Coordination: Monitor and coordinate tender opportunities; review tender requirements and prepare submission checklists and timelines; coordinate the preparation and submission of tender documents within deadlines.
• Quotation & Order Coordination: Prepare customer quotations; coordinate internal pricing approvals; ensure quotations are issued accurately and promptly; process and maintain records of POs, contracts and other documents.
• Customer & Internal Coordination: Act as a coordination point between stakeholders for sales administration and documentation; coordinate customer meetings and product demonstrations; ensure timely action on requests.
• Sales Reporting & Documentation: Maintain sales and tender records; prepare reports; track deadlines and maintain filing systems.

Skills

Administrative coordination

Attention to detail

Multitasking

Communication skills

Education

Diploma or equivalent in Business Administration, Sales & Marketing, Engineering

Tools

Microsoft Office

Job description

Job Summary

The sales Coordinator provides administrative, commercial, and coordination support to the Robotics Sales Manager, while reporting directly to the Commercial Director. The role is responsible for supporting the sales process, particularly in the preparation and coordination of commercial documentation, quotations, proposals, tender submissions, customer requirements, and internal follow-ups. The sales Coordinator will work closely with the Robotics Sales Manager and coordinate with Finance, Engineering, Service, Operations and other relevant departments to ensure all commercial and tender requirements are completed accurately and within the required timelines.

Job Descriptions

• Sales & Commercial Support


• Tender & Proposal Coordination


• Quotation & Order Coordination


• Customer & Internal Coordination


• Sales Reporting & Documentation

• 1. Sales & Commercial Support


• Work closely with the Robotics Sales Manager on day-to-day sales and commercial activities.


• Provide administrative and coordination support throughout the sales process.


• Prepare and coordinate quotations, proposals, product information and other commercial documents.


• Assist the Robotics Sales Manager in preparing customer presentations and sales materials.


• Follow up with internal departments on information and documents required for customer proposals.


• Maintain and update sales trackers, opportunity lists, quotation records and commercial documentation.


• Support the Commercial Director with sales-related reports and information when required.

• 2. Tender & Proposal Coordination


• Monitor and coordinate tender opportunities from government agencies, hospitals, healthcare institutions, commercial customers and other organizations.


• Review tender requirements and prepare submission checklists and timelines.


• Coordinate the preparation and submission of tender documents within stipulated deadlines.


• Compile required tender documentation, including:

• o Company profiles and supporting documents


• o Commercial proposals


• o Pricing schedules


• o Product specifications and information


• o Compliance documents


• o Company track records and references


• o Declaration and tender forms


• o Insurance, financial and corporate documents where required


• o Other supporting documents required by customers

• • Coordinate with the Robotics Sales Manager and relevant internal departments to obtain technical and commercial information.


• Ensure all tender documents are complete, accurate, properly formatted and submitted on time.


• Maintain records of tender submissions, tender results and subsequent clarifications.


• Support tender clarification meetings, presentations and post-tender documentation where required.

• 3. Quotation & Order Coordination


• Prepare customer quotations based on pricing and information provided or approved by the Robotics Sales Manager/Commercial Director.


• Coordinate internal approvals for pricing and commercial terms where required.


• Ensure quotations and proposals are issued accurately and promptly.


• Process and maintain records of customer Purchase Orders (POs), contracts and other commercial documents.


• Coordinate the internal handover of confirmed orders to the relevant project, operations, engineering or service teams.


• Track outstanding commercial documents and follow up accordingly.

• 4. Customer & Internal Coordination


• Act as a coordination point between the Robotics Sales Manager, customers and internal departments for sales administration and documentation matters.


• Follow up on outstanding customer documentation, Purchase Orders and commercial matters.


• Coordinate customer meetings, product demonstrations and presentations when required.


• Assist the Robotics Sales Manager in responding to customer requests for company, product and commercial documentation.


• Ensure customer requests are communicated to the appropriate internal stakeholders for timely action.

• 5. Sales Reporting & Documentation


• Maintain accurate and up-to-date sales, quotation and tender records.


• Prepare sales reports, tender status updates and other commercial reports as required by the Commercial Director.


• Track tender deadlines, quotation validity periods, contract dates and other important commercial timelines.


• Maintain an organized filing system for sales and commercial documentation.


• Handle customer information, pricing and other confidential commercial information appropriately.

• Skillsets


• Diploma or equivalent qualification in Business Administration, Sales & Marketing, Engineering or a related discipline.


• Preferably 1–3 years of experience in Sales Coordination, Sales Administration, Tender Administration, Commercial Support or a similar position.


• Experience in the robotics, automation, engineering, technology, healthcare equipment or B2B project environment will be an advantage.


• Experience in preparing or coordinating government, hospital or corporate tenders is advantageous.


• Proficient in Microsoft Office, particularly Word, Excel and PowerPoint.


• Strong administrative, documentation and coordination skills.


• Good written and verbal communication skills.


• Detail-oriented with a high level of accuracy in preparing commercial documents.


• Able to manage multiple tenders, quotations and deadlines concurrently.


• Able to work independently and collaborate effectively across departments.