Job Description

Job Summary

We are seeking a proactive, confident, and detail-oriented Sales & Projects Coordinator to join our sales team. This role is primarily sales-focused and involves visiting consultants, contractors, interior designers, and client offices to identify and secure new project opportunities.

Your main role will be sales-related: conducting client visits, building relationships, collecting and organizing contact and project data, and managing follow-ups through all communication channels. Alongside this, you will assist with quotation preparation, technical submittals, lighting calculations, site work supervision, and various operational support duties when needed.

Main Duties & Responsibilities

Primary Responsibilities (Daily / Weekly Work)

1. Client Engagement & Outreach

• Visit offices of potential clients such as contractors, consultants, designers, or end clients.
• Try to connect with someone in a decision-making position.
• Gather basic information on current or upcoming projects.
• Record all details consistently using a standard form or checklist.
• Note and document project sites or signage when seen.

2. Information Management

• After each visit, organize and store the collected data clearly.
• Maintain a structured folder system for each company or contact.
• Keep records of conversations and project updates.

3. Follow-Up & Communication

• Use email templates for consistent follow-ups.
• Follow up with phone calls and possibly WhatsApp messages.
• Reconnect periodically, especially with active or promising leads.

4. Project Tracking & Planning

• Regularly update a project tracking sheet with new leads, updates, or observations.
• Use this sheet to plan your follow-up schedule and prioritize active opportunities.

5. Inquiry Management

• Respond quickly and professionally to new inquiries.
• Organize all received documents and communications clearly.
• Coordinate internally to provide pricing or proposals, then send them to the client.
• Update the project status once a proposal is sent.

6. Ongoing Project Follow-Up

• Stay in touch with clients based on the project stage (early discussion, tender, awarded).
• Adjust the tracking list as projects progress or shift status.

Secondary Responsibilities (Occasional / As Needed)

1. Quotation & Project Estimation

• Review inquiries and BOQs, contact clients for missing information.
• Send pricing requests to sub-suppliers/manufacturers.
• Prepare quotations in LTC templates and update internal price lists.
• Estimate quantities from drawings or BOQs.

2. Technical Submittals

• Prepare datasheets, comparison sheets, product catalogs, lighting calculations.
• Assemble complete technical submittals with all company documents.
• Export and submit digitally (with CD or drive) and prepare transmittal documents.

3. AutoCAD & Graphics Work

• Assist with lighting layout design in AutoCAD.
• Apply feedback from management on final layout.
• Use tools like Photoshop, SketchUp, or 3Ds Max when visual presentation is needed.
• Calculate quantities from lighting layouts and prepare BOQ.

4. Lighting Calculations

• Use DIALux or Relux to run simple lighting calculations.
• Coordinate with manufacturers for IES/LDT files and technical support.

5. Site Supervision / Commissioning

• Visit sites when required to support installation and supervise lighting-related work.
• Communicate installation methods and ensure compliance.
• Participate in final project commissioning and report issues.

6. Shipping Coordination (Rare)

• Assist in shipment estimation, weight and volume calculation.
• Create packing lists and invoices if needed.

7. General Support

• Track and manage lighting samples in the office.
• Update stock status occasionally.
• Submit daily reports and assist management as required.

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