Sales Coordinator
ContiTech Fluid Oil & Marine Middle East Fze
Total years of experience :23 years, 1 month
Manage quotations/tenders from start to finish adhering to established processes
Execute the full sales process, including order‐taking, credit checking, order‐creation on SAP ERP
In coordination with External Sales, carry out negotiations with customers within the limits of agreed guidelines
Collaborate with various internal stakeholders to ensure prompt and efficient response to customer requirements
Prepare/Issue Order confirmations, Order Status Reports, Purchase Orders, Shipping documents and Quality
certification packages
Ensure appropriate maintenance of all necessary customers and project files including Order Book & CRM (Salesforce)
Prioritise multiple projects, consistently meet challenging deadlines and effectively assimilate contractual, technical,
and commercial information to provide highly responsive level of service to customer requirements
Assist inter‐company and API audit
Handle accurate, timely and appropriate maintenance of customer account creation/modification/extension
Assist vendor registration process
Handle invoicing and assist in payment follow‐up for HP, IHA & HM orders
Ensure adherence of all work processes as per company compliance procedures and API / ISO standards
Support External Sales, Purchasing/Logistics/Quality/Production departments as required
Working in an international context with sales, supply chain, production, finance departments and the organization.
Main responsibilities include but are not limited to:
o Supervised a team of Inside Sales Specialists
o Ensure the efficiency of enquiry to Quote process and Sales order processing
o Generated reports (Quotes, Sales/forecasts, Order status reports, KPI)
o Handled Bid Bond in coordination with External Sales & Finance
o Issued purchase and/or trade orders to internal business units
o Prepared shipping documents; Organise & oversee the logistics of all orders and ensure order dispatch adhere to
relevant incoterms and confirm delivery dates are met
o Issued/Followed‐up customer feedback forms and forward to QSHE department for evaluation
o Coordinated customer claims with respective departments
o Liaised with Quality department the completion of Quality certificates for submission to customers
o Reviewed Letter of Credits and prepare non‐negotiable documents for bank presentation
o Handled invoicing and payment follow‐up
o Attended and/or conducted audits (inter‐company, API & ISO), and vendor evaluation
o Conducted plant safety visits
o Archived all files and records as per the defined procedure
o Ensure adherence of all work processes as per company compliance procedures and API / ISO standards
• Responsible for the efficient running of the office and managing/executing daily key administration and support functions for the overall business operations:
o Management of the administrative portion of the sales cycle:
- Established and updated database entries on customer accounts, quotations, sales orders and deliveries
- Effectively handled customer inquiries and complaints
- Raised quotations, order acknowledgments, and invoices
- Monitored open orders and Updated customers on delivery schedules/ order status
- Managed logistics documentation for import/export consignments COO, Entry/Exit Bills, Commercial Invoices, Packing Lists, and other documents required)
- Checked and packed goods for dispatch and booked with 3PL providers for pick-up
- Conducted research for prospective customers and arranged meetings for the Sales Manager
- Developed and maintained good relationships with new and existing customers
- Processed return authorizations/warranty claims
o Management of the administrative portion of the supply cycle:
- Established new vendor and updated existing vendor accounts
- Issued purchase orders to approved vendors
- Dealt with all kinds of processing issues: cancellations, adjustments, stocks, shipping and forwarder issues
- Ensured precise shipping instructions are communicated to vendors/ shippers/3PL providers
- Closely monitored order and shipment status to ensure that delivery schedules/lead times are met; alert concerned parties of risks and delays
- Stock Control
- Developed and maintained good relationships with new and existing vendors
- Checked incoming goods and handled database entries of Goods Receipts
o Ensured efficient general office operations:
- Managed extensive and complex travel and visa arrangements, meetings, and hotel bookings
- Database/file management
- Handled acquisition and maintenance of office supplies/equipments
- Acted as company liaison with government offices and the bank
- Trained/Assisted various managers on SAP usage/operation
- Developed and maintained good working relationships within the organization
o Coordination with corporate offices in Quebec City, Canada & Houston, USA
o Organization of logistics in regards to travel, event planning/exhibition, etc.
o All other functions related to the efficient operation of the office.
Undergraduate (With 36 masteral units earned towards completion of master's degree)