Sales Coordinator

Sales Coordinator

Job Summary

We are seeking a well-organized and detail-oriented Logistics & Sales Coordinator to support shipment coordination, customer communication, documentation, and sales administration.

The role involves coordinating incoming shipments for external customers, working with shipping lines, transport providers, customs/clearance teams, warehouses, suppliers, and internal departments to ensure shipments are processed efficiently and delivered according to schedule.

The successful candidate will also support customer service, order processing, reporting, document management, and day-to-day sales coordination activities.

Key Responsibilities

Logistics & Shipment Coordination

• Provide customers with regular shipment status updates and relevant delivery information.
• Coordinate with customers and suppliers to obtain required shipping and clearance documents before vessel arrival.
• Work with clearance teams and relevant stakeholders to ensure documentation is available in a timely manner and minimise avoidable shipment delays.
• Coordinate with customers and warehouses to confirm delivery schedules.
• Liaise with transport providers to arrange deliveries according to agreed schedules and help minimise avoidable storage or demurrage costs.
• Coordinate with shipping lines, freight forwarders, transport companies, warehouses, and internal teams regarding shipment requirements.
• Review freight, forwarding, and other shipment-related charges and escalate discrepancies for resolution.
• Maintain accurate and up-to-date shipment information in internal tracking and logistics systems.
• Ensure relevant systems and records are updated with available shipment and customer information.
• Maintain organised electronic and physical records of shipping documents, payment advice, receipts, and related correspondence.
• Support timely completion and closure of shipment/job files.

Customer & Sales Support

• Respond to customer enquiries and complaints professionally and coordinate appropriate follow-up.
• Provide customers with accurate information regarding orders, shipments, deliveries, and potential delays.
• Inform customers and relevant internal teams promptly about unexpected delays or operational issues.
• Support the sales team with scheduling, document management, order processing, and communication.
• Process customer orders accurately and within agreed timelines.
• Maintain sales-related records, reports, and documentation.
• Help ensure required sales materials and equipment are available.
• Assist with the preparation and coordination of promotional materials or events when required.

Administration & Reporting

• Maintain accurate electronic records and organise financial and non-financial information as required.
• Prepare and present operational or sales-related reports.
• Monitor assigned activities and deadlines and highlight potential issues to the relevant manager.
• Identify opportunities to improve coordination, documentation, customer service, and operational processes.
• Work collaboratively with colleagues and other departments to support efficient day-to-day operations.
• Follow applicable laws, company policies, procedures, and operational requirements.

Candidate Requirements

• Degree or diploma in Business Administration, Logistics, Supply Chain, Sales, or a related field, or equivalent relevant professional experience.
• At least 2 years of relevant experience in sales coordination, logistics coordination, freight forwarding, shipping, or a similar role.
• Working knowledge of Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Experience using freight forwarding, logistics, ERP, or shipment-tracking systems is an advantage.
• Strong written and verbal communication skills.
• Good organisational and time-management skills, with the ability to manage multiple priorities and deadlines.
• Strong attention to detail and accuracy when handling documents, data, and orders.
• Practical problem-solving and follow-up skills.
• Ability to communicate effectively with customers, suppliers, transport providers, and internal departments.
• Ability to work independently while contributing effectively as part of a team.
• A professional and customer-focused approach.

Education

A degree or diploma in Business Administration, Logistics, Supply Chain, Sales, or a related discipline is preferred. Equivalent relevant professional experience may also be considered.