Sales and Service Coordinator

Role Overview

This position serves as the main interface between customers and the Sales Manager as well as the Technical Service team during project execution, providing reliable support and facilitating seamless collaboration throughout the process.

Key Responsibilities

• Support the Sales Manager and Technical Service team by acting as the primary customer touchpoint throughout project lifecycles.
• Partner with the Sales Manager to maintain project profitability, oversee commercial elements, and ensure successful delivery.
• Work with Technical Service to allocate engineers effectively based on project demands and timelines.
• Proactively communicate project status and manage customer expectations for onshore and vessel-based activities.
• Coordinate internally across multiple departments such as Workshop, Product Centre, Purchasing, Finance, and Intercompany teams to guarantee efficient execution of service jobs.
• Manage logistics for local and international projects including arrangements for PSA terminals, shipyards, travel bookings, accommodations, transportation, and visa compliance.
• Collaborate with Logistics and Lead Engineer to secure timely delivery of necessary tools, equipment, and spare parts per job specifications.
• Prepare Delivery Notes and handle coordination for the delivery and collection of components with relevant stakeholders.
• Monitor project advancement and proactively resolve issues to avoid delays, ensuring customer satisfaction remains high.
• Create and issue Sales Quotations, Sales Orders, and Internal Purchase Orders following company procedures.
• Maintain comprehensive commercial records including Pre-Calculation Sheets, orders, and delivery documentation to support timely invoicing and revenue recognition.
• Accurately document workflows and system updates within SAP Business One to ensure audit compliance and internal control readiness.
• Track project costs rigorously to align with budgets and margin goals; work with Sales Manager to mitigate risks affecting profitability.
• Review project closure documentation before invoicing and generate invoices in SAP based on deliveries, service attendance, and milestones.
• Coordinate with Sales and Finance to guarantee correct costing, margin tracking, and KPI reporting; assist in resolving invoice disputes.
• Validate service timesheets, ensure job cost allocations match approved scopes, and process miscellaneous project expenses such as transportation and accommodation.
• Manage prepayment invoices and monitor their application relative to project progress and billing.
• Contribute to continuous service quality improvements, operational efficiencies, and cross-team cooperation.
• Ensure adherence to company policies, procedures, and customer-specific terms in all commercial activities.

Required Skills and Experience

• At least two years of direct experience in service coordination, project support, or operations coordination, ideally within maritime, engineering, or industrial environments.
• Familiarity with SAP or equivalent ERP systems for monitoring job status and generating reports.
• Strong proficiency in Microsoft Office tools, especially Excel, Outlook, and Word.
• Excellent written and oral communication skills paired with a customer-focused and organized work style.