Sales Coordinator – Projects Division (Fire Sprinkler Industry)

SUMMARY:
Sales Coordinator – Projects Division (Fire Sprinkler Industry)
Johannesburg 

Job Purpose
The Sales Coordinator will provide administrative, sales, and project coordination support to the Projects Division within a fire sprinkler company. The role is responsible for assisting with quotations, tenders, client communication, project documentation, scheduling, and coordination between clients, suppliers, estimators, and project teams to ensure efficient execution of fire protection projects.

POSITION INFO:
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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• Office-based with occasional site visits when required.
• Interaction with clients,