Internal Sales Coordinator

Job Purpose

The Internal Sales Coordinator is responsible for providing structured sales administration, quotation, and order coordination support to the tendering and sales functions. The role ensures quotations, sales orders, and related customer documentation are prepared accurately, followed up timeously, and administered in line with approved commercial processes and governance requirements. The role supports effective tender execution, order processing, customer communication, and sales reporting, enabling smooth coordination between customers, Sales, Tendering, Operations, Procurement, and Finance.

Job Context

The Internal Sales Coordinator operates within a tender-driven, engineered-solutions sales environment and provides internal coordination and administrative support rather than external sales ownership. The role works closely with the Tendering Manager, Regional Sales Managers, Area Sales Managers, and Operations teams to ensure customer requirements are translated into accurate quotations and sales orders.

The role has a short-term operational focus, requiring strong attention to detail, responsiveness to deadlines, and disciplined administration across multiple concurrent tenders, quotations, and customer orders.

Job Dimensions

Number of Staff Supervised

• Direct Reports: 0
• Total Employees: 0

Financial Dimensions

Influence on order intake quality and customer satisfaction through accuracy and timeliness of quotations and sales orders. Payment & other authorisations as per approved Delegation of Authority.

Key Accountabilities

• Prepare customer quotations and tender documentation in support of the Tendering Manager and Sales team, ensuring accuracy, completeness, and compliance with internal standards.
• Follow up on quotations and tenders with customers directly or through Regional and Area Sales Managers, tracking status and feedback.
• Maintain accurate records of quotations, tenders, and sales orders, ensuring documentation is complete and controlled.
• Prepare and process sales orders in line with contract requirements and approved quotations.
• Liaise with Procurement, Operations, and Logistics to coordinate order placement, delivery requirements, and lead times.
• Keep team informed of order status, readiness, and delivery timelines, ensuring clear and professional communication.
• Provide weekly and monthly reporting on quotation status, sales orders, and sales activity.
• Support preparation of S&OP inputs and sales forecasting information.
• Maintain customer data, pricing records, and documentation within approved ERP and CRM systems.
• Support general sales and tender administration, including filing, document management, and audit readiness.
• Assist with cross-functional support activities when required, including stock takes, audits, and business improvement initiatives.

Qualifications, Experience & Skills

Minimum Qualifications and Knowledge

• Diploma or degree in Business Administration, Sales, Electrical Engineering, or a related discipline.
• Basic understanding of tendering, sales administration, and order management processes.

Minimum Experience

• 1–3 years’ experience in a sales administration, tendering, contracts, or customer support role.
• Experience working in a technical, engineering, or project-based electrical sales environment is advantageous.

Job Specific Skills

• Strong administrative and organisational skills.
• Attention to detail and accuracy in documentation.
• Good communication and stakeholder coordination skills.
• Basic commercial and financial awareness.
• Proficiency in Microsoft Office applications; experience with ERP/CRM systems preferred.
• Ability to manage multiple tasks and deadlines concurrently.

Behavioural Competencies

• Reliable, structured, and detail-oriented working style.
• Proactive and service-focused approach.
• Ability to work under pressure and manage competing priorities.
• Collaborative team player with a positive attitude.
• Clear and professional communicator.

Responsibilities:
1) Personal Capability Building: Develop own capabilities by participating in assessment and development planning activities as well as formal and informal training and coaching. Develop and maintain an understanding of relevant technology, external regulation, and industry best practices through ongoing education, attending conferences, and reading specialist media.
2) Operational Compliance: Develop knowledge and understanding of the organization's policies and procedures and of relevant regulatory codes and codes of conduct to ensure own work adheres to those standards. Obtain authorization from a supervisor or manager for any exceptions from mandatory procedure.
3) Administration: Produce, update, and provide best practice support on a wide range of Microsoft documents, databases, and other departmental systems.
4) Product/Service Information: Provide advanced product/service information and respond to basic customer questions about the product/service.
5) Business Meetings/Events Arrangement: Schedule appointments, make arrangements for meetings and conferences, and organize travel plans, following instructions to ensure more senior colleagues or a senior executive make the best use of their time.
6) Receiving Visitors: Receive visitors and respond accurately and promptly to a broad range of questions and issues raised.
7) Document Preparation: Organize and prepare complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for special reports.
8) Sales Opportunities Creation: Identify potential customers by obtaining information, referrals, and recommendations from existing customers and other contacts and/or through participation in trade shows and conferences.

Educational Requirements: Post-Secondary Non-Tertiary Education
General Experience Requirement: Experienced practitioner able to work unsupervised (13 months to 3 years)
Managerial Experience Requirement: Very limited (0 to 3 months)