Sales Coordinator

The role of a Sales Coordinator is essential in ensuring smooth sales operations, exceptional customer service, and efficient delivery processes within a retail or building materials environment. This position demands strong organisational skills, effective communication, and the ability to work under pressure. The Sales Coordinator (External Applications Only) position is designed for candidates with extensive experience in sales, customer care, and administrative duties, particularly within environments that require accurate costing, plan reading, and quotation management.

Overview of the Sales Coordinator Role

A Sales Coordinator plays a crucial part in driving sales growth and maintaining customer satisfaction. The role involves regular customer engagement, issuing and managing quotations, processing orders, coordinating deliveries, and ensuring that store operations function smoothly. This position supports the sales team and contributes directly to achieving store performance targets.

The Sales Coordinator must maintain high housekeeping standards, manage customer requests promptly, and ensure that the store’s merchandising and pricing are always accurate. The role also involves oversight of frontline staff such as General Assistants, Sales Advisors, and Forklift Drivers to ensure consistent service delivery.

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Minimum Requirements for the Sales Coordinator Position

To qualify for the Sales Coordinator role, applicants must meet specific educational, experience, and skill-based requirements.

Educational Requirements

Grade 12 is essential.
A minimum of 5 years of relevant experience, or at least 10 years of work experience in a related field if the candidate does not meet the formal qualification requirement.

Experience and Technical Knowledge

Plan reading experience is beneficial.
Experience in generating quotations and managing sales processes is important.
Understanding of delivery coordination and customer care in a retail or building environment is advantageous.

Communication Skills

Ability to communicate clearly in English.
Ability to speak the dominant language in the region where the position is based.

Additional Required Skills

Strong numerical ability for accurate costing and quotation preparation.
Proven customer service track record.
Ability to perform well under pressure in a fast-paced retail environment.
Computer literacy is essential for managing quotations, emailing customers, and processing sales information.
Strong organising, planning, and delegation skills.

Key Performance Areas

The Sales Coordinator position includes various operational and customer-focused responsibilities. These tasks ensure the store operates efficiently and meets its sales and service goals.

1. Sales Responsibilities

The Sales Coordinator plays a direct role in driving store sales. Responsibilities include:

Issuing accurate quotations and following up with customers to convert quotes into sales.
Managing the process and control of special orders.
Reading building plans to produce correct quotations within the expected timelines.
Managing and returning customer telephone calls promptly.
Conducting competitor analysis to ensure the store remains competitive in the market.
Assisting customers with bulk deposit transfers and promoting loyalty programmes such as customer charge cards.

2. Delivery Coordination

Efficient delivery management is vital for customer satisfaction. Responsibilities include:

Managing an effective and cost-efficient delivery service.
Ensuring accurate delivery rates are charged.
Dispatching deliveries within the required timeframes.
Communicating any delays to customers and arranging suitable alternatives.

3. Customer Service

The Sales Coordinator is responsible for ensuring that every customer receives professional and efficient service. Duties include:

Managing the Customer Service Desk effectively.
Recording, following up, and resolving customer complaints.
Ensuring all customers are assisted promptly.
Maintaining professional telephone etiquette and ensuring calls are answered within the required timeframe.

4. Store Standards and Merchandising

A well-maintained store contributes to improved customer experience and higher sales. Responsibilities include:

Managing Ready for Business checklists.
Supporting Sales Advisors, General Assistants, and Forklift Drivers in maintaining store standards.
Implementing price changes in line with advertised prices.
Ensuring planograms are implemented correctly to support visual merchandising standards.

5. People Management

The Sales Coordinator supervises key frontline employees to ensure smooth operations. Duties include:

Ensuring staff members are present, available, and engaged in their duties.
Providing backup support plans for staff coverage.
Ensuring daily responsibilities are completed effectively and on time.

6. Safety and Security Responsibilities

Following safety regulations is critical in retail and building supply environments. Responsibilities include:

Ensuring adherence to the Occupational Health and Safety Act (OHSA).
Ensuring that all employees wear the correct protective clothing when required.
Monitoring safe use of store equipment.
Maintaining awareness of suspicious activities inside and outside the store.
Ensuring password and system access security is upheld.

Core Values Expected of a Sales Coordinator

To succeed in this position, candidates must demonstrate strong values and behaviours that contribute to a productive and trustworthy working environment.

Integrity

Complies with accepted ethical and professional standards.
Keeps commitments and delivers on promises.
Creates realistic expectations for customers and colleagues.
Protects confidential information.
Demonstrates honesty and transparency in all tasks.

Accuracy

Handles detailed information carefully and consistently.
Works in an organised and structured manner.
Ensures all tasks are completed accurately from beginning to end.
Double-checks work to minimise errors.

Client Focus

Responds actively to customer needs and concerns.
Engages with customers in a friendly and professional manner.
Shows empathy and involvement when assisting with customer issues.
Maintains a solutions-driven approach.

Personal Development

Understands personal strengths and areas for improvement.
Actively seeks opportunities to learn and grow.
Participates in training and skill-building programmes.
Requests feedback to improve performance.

Conclusion

The Sales Coordinator (External Applications Only) role is a dynamic and demanding position that requires strong customer service skills, operational awareness, and an ability to multitask in a busy retail environment. From managing sales quotations and reading building plans to coordinating deliveries and overseeing store standards, the Sales Coordinator ensures that customers receive excellent service while the store maintains high performance standards