Sales Specialist – Pool Division

Sales Administration Manage customer inquiries and maintain accurate sales records using SuperOffice CRM, SharePoint, and Sales Trackers. Prepare quotations, proposals, tender documents, Proforma Invoices, and Tax Invoices in accordance with company procedures. Maintain complete and organized sales documentation and customer records. Ensure all sales documentation is accurate and properly approved before submission. Support CRM/ERP-based quotation, sales order, and invoicing processes. Contract Administration Assist in reviewing customer contracts for awarded projects. Coordinate internal feedback from relevant departments and consolidate contract comments. Support contract clarification processes and maintain final signed agreements. Tender, RFI & RFQ Management Coordinate and support tender, RFI, and RFQ processes from receipt through submission. Prepare and compile commercial and administrative documents required for tenders and customer submissions. Coordinate with Sales, Technical, Procurement, Finance, and Management teams to obtain required information and approvals. Maintain accurate records of tender submissions, RFIs, RFQs, and related correspondence. Sales Reporting & Pipeline Management Maintain and update the Sales Tracker, Project Pipeline, Sales Forecast, Opportunity Pipeline, and Payment Monitoring Reports. Ensure CRM information and sales opportunities are regularly updated and accurate. Prepare weekly sales meeting agendas and distribute meeting minutes. Monitor project payment status and coordinate with Finance, Commercial, PMO, and Management regarding outstanding payments. Prepare sales reports and summaries as required by Management. Vendor Registration & Supplier Management Coordinate supplier/vendor registration and prequalification through customer and supplier portals. Manage supplier registration, qualification, and documentation requirements through Oracle portals, SAP Ariba, and similar platforms. Maintain updated supplier registration and prequalification records. Coordinate with Finance and relevant departments for supplier documentation and invoice submission requirements. Invoicing & Payment Follow-Up Prepare and coordinate Proforma Invoices, Tax Invoices, and other billing documentation. Submit invoices through relevant customer portals, including Oracle and SAP Ariba, where applicable. Follow up on invoice status, payment approvals, and outstanding receivables. Coordinate with Finance and customers to resolve invoice-related issues and payment delays. Cross-Functional Coordination Work closely with Procurement, Logistics, Finance, Technical, PMO, and Sales teams to ensure successful project execution. Coordinate internal support to resolve customer concerns efficiently. Provide sales-related documentation required by various departments. Coordinate effectively with Management and other stakeholders to ensure timely completion of sales and commercial activities. Customer Relationship Management Build and maintain strong relationships with customers. Provide prompt responses to inquiries and professional after-sales support. Monitor customer satisfaction and ensure timely resolution of customer concerns. Maintain accurate customer records and communication history in the CRM system. Compliance & Continuous Improvement Ensure compliance with company policies, procedures, and quality standards. Maintain confidentiality of commercial and customer information. Stay informed of industry trends, competitor activities, and new products. Participate in sales meetings, product training, exhibitions, and other company events. Identify opportunities to improve sales administration, CRM, reporting, and documentation processes. Perform other duties assigned by the Sales Manager or Management.

Desired Candidate Profile

Qualifications Bachelor's degree in Business Administration, Marketing, Engineering, or a related field. Minimum 3–5 years of experience in sales coordination, sales support, sales administration, or commercial administration, preferably within the construction, engineering, MEP, swimming pool, or water treatment industry. Experience in preparing quotations, tenders, RFIs, RFQs, contracts, invoices, and sales documentation. Experience with CRM and ERP systems, preferably SuperOffice CRM. Experience with Oracle portals and/or SAP Ariba is highly preferred. Strong knowledge of Microsoft Office, particularly Excel and Word; PowerPoint and SharePoint experience is an advantage. Excellent communication, organizational, coordination, and documentation skills. Strong attention to detail and ability to manage multiple projects and deadlines in a fast-paced environment. Customer-focused with strong problem-solving and relationship management skills. Ability to coordinate effectively with Sales, Finance, Procurement, Technical, PMO, and Management teams. Fluency in English is required; additional languages are an advantage. Requirements Hands-on experience with SuperOffice CRM or similar CRM systems. Practical knowledge of tendering, RFI, and RFQ processes. Experience with Oracle / SAP Ariba supplier registration, qualification, and invoice submission. Knowledge of CRM/ERP-based quotation, sales order, and invoicing processes. Good knowledge of Microsoft Office, particularly Excel and Word. Strong communication, coordination, and organizational skills. Excellent attention to detail and ability to manage multiple deadlines. Ability to coordinate effectively with Sales, Finance, Procurement, Technical, and Management teams. Employment Type Full-time

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