Back-Office Sales Coordinator & Estimator

1. Quotation & Pricing Management

• Prepare accurate and competitive quotations for electrical and industrial automation products.
• Respond promptly to customer pricing requests received through email, phone calls, and the sales team.
• Prepare quotations for products including:
  • PLCs
  • Variable Frequency Drives (VFDs)
  • Human Machine Interfaces (HMIs)
  • Switchgear
  • Sensors
  • Relays
  • Contactors
  • Circuit Breakers
  • Controllers
  • Industrial Cables
  • Power Supplies
  • Industrial Automation Components
• Utilize supplier price lists, pricing matrices, and approved company discount structures while preparing quotations.
• Ensure timely turnaround of quotation requests while maintaining pricing accuracy.
• Prepare techno-commercial proposals in accordance with customer requirements.

2. BOQ Analysis & Cost Estimation

• Review customer RFQs, BOQs, tender documents, and technical specifications.
• Identify suitable products and equivalent part numbers based on customer requirements.
• Prepare detailed commercial estimates and costing sheets.
• Perform accurate margin calculations while adhering to company pricing policies.
• Prepare standard electrical component estimates within committed timelines.
• Ensure commercial viability while maintaining competitive pricing.

3. Vendor & Supplier Coordination

• Coordinate with OEMs, distributors, and suppliers regarding:
  • Product availability
  • Commercial pricing
  • Delivery schedules
  • Lead times
  • Technical specifications
• Follow up with vendors for urgent quotations and delivery commitments.
• Maintain updated supplier price lists and commercial records.
• Build effective working relationships with suppliers for faster response times.

4. Sales Coordination

• Act as the primary back-office support for the field sales team.
• Assist sales engineers by providing pricing and commercial support during customer meetings.
• Coordinate with Purchase, Stores, Accounts, and Logistics teams for order processing.
• Ensure timely execution of customer orders from quotation to dispatch.
• Maintain records of quotations, inquiries, customer communications, and follow-ups.
• Track quotation conversion rates and support sales closure activities.

5. Customer Relationship Management

• Handle customer inquiries professionally through phone, email, and online communication.
• Provide accurate technical and commercial information to customers.
• Build strong customer relationships through prompt responses and quality service.
• Resolve customer queries related to pricing, product selection, and delivery timelines.
• Maintain high customer satisfaction by ensuring timely communication.

6. Reporting & Documentation

• Prepare daily, weekly, and monthly quotation reports.
• Maintain quotation history and customer databases.
• Generate sales reports, pricing analysis, and commercial MIS.
• Update CRM with inquiry status, quotation details, and customer interactions.
• Maintain proper documentation for future reference and audits.