Key Responsibilities
Sales & Client Coordination
- Assist the sales and projects team with preparing quotations, proposals, and tender documentation.
- Liaise with clients regarding enquiries, project updates, pricing, and order confirmations.
- Maintain strong customer relationships and ensure excellent service delivery.
- Follow up on quotations and pending client approvals.
- Coordinate meetings, site visits, and project kick-off arrangements.
Project Administration- Open and maintain project files and ensure all documentation is accurately recorded.
- Coordinate project documentation including purchase orders, contracts, drawings, and technical submissions.
- Monitor project timelines and assist with scheduling of installations and deliveries.
- Track project progress and communicate updates to relevant stakeholders.
- Ensure all project records are updated on internal systems.
Procurement & Supplier Coordination- Assist with ordering project materials and equipment.
- Communicate with suppliers regarding pricing, lead times, and deliveries.
- Follow up on outstanding orders and ensure timely delivery to site.
Financial & Reporting Duties- Assist with invoicing preparation and supporting documentation.
- Track project costs, quotations, and variations.
- Prepare weekly/monthly sales and project reports.
- Ensure all documentation complies with company procedures and client requirements.
General Administration- Maintain accurate filing systems and databases.
- Handle incoming calls and correspondence for the Projects Division.
- Support management with general administrative duties.
- Ensure professionalism and confidentiality at all times.
Minimum Requirements- Grade 12 / Matric.
- Relevant qualification in Sales Administration, Business Administration, Project Administration, or similar will be advantageous.
- Minimum 3–5 years’ experience in a sales coordination or project administration role.
- Previous experience within the fire protection, fire sprinkler, construction, or engineering industry is highly advantageous.
- Strong computer literacy including Microsoft Office (Excel, Word, Outlook).
- Experience working with quotations, tenders, and project documentation.
- Valid driver’s license advantageous.
Skills & Competencies- Excellent communication and interpersonal skills.
- Strong organisational and time management abilities.
- Ability to work under pressure and manage multiple projects simultaneously.
- Attention to detail and high level of accuracy.
- Problem-solving and coordination skills.
- Professional telephone etiquette and customer service skills.
- Ability to work independently and within a team environment.
Key Performance Areas (KPAs)- Accuracy and turnaround time of quotations and documentation.
- Client satisfaction and communication effectiveness.
- Timely coordination of project administration tasks.
- Efficient management of supplier and delivery follow-ups.
- Maintenance of accurate project records and reporting.
Working Environment- Office-based with occasional site visits when required.
- Interaction with clients,
