Spare Parts Sales Coordinator

Job Description for Spare Parts Sales Coordinator

We are seeking a motivated Spare Parts Sales Coordinator to join our team. In this role, you will support the sales process by managing customer inquiries, preparing quotations, processing orders, and coordinating with suppliers and warehouse teams to ensure timely delivery. The ideal candidate is organized, customer-focused, and able to effectively communicate with clients and internal teams to achieve sales targets and maintain high levels of customer satisfaction.

· Handle customer inquiries for spare parts and provide accurate quotations in coordination with suppliers and the sales team.

· Process sales orders, issue purchase requests, and track delivery schedules.

· Coordinate with procurement and suppliers to ensure spare parts are ordered and delivered on time.

· Liaise with warehouse and logistics teams to ensure accurate order fulfilment.

· Prepare and follow up on invoices, ensuring timely payment collection in coordination with finance.

· Maintain and update customer records, sales reports, and order tracking logs.

· Follow up with clients on quotations and pending orders to maximize sales opportunities.

· Provide administrative support to the sales team, including preparing sales reports and forecasts.

· Monitor and keep track of clients’ credit limits to ensure compliance with contractual terms.

· Follow up on payments and manage overdue invoices with clients to ensure timely collection.

· Maintain an accurate ledger of invoices due to suppliers and ensure payments are processed on time to avoid delivery delays.

· Maintain a ledger/database for spare parts purchase orders, delivery notes, and supplier invoices for easy reference.

· Support procurement and warehouse teams with documentation required for spare parts ordering and receipt.

· Prepare regular reports on document status and share updates with management.

Qualifications:

· Bachelor’s degree or diploma in Business Administration, Supply Chain, or related field.

· Proven experience in sales coordination, customer service, or spare parts sales (preferably in automotive, industrial, or heavy equipment sectors).

· Good knowledge of spare parts catalogues, pricing, and order management.

· Proficiency in ERP systems (SAP, Oracle, or similar) and MS Office (Excel, Word, Outlook).

Skills:

• Excellent communication and interpersonal skills for liaising with clients, suppliers, and internal teams.
• Strong organizational and multitasking abilities to handle multiple orders and inquiries.
• Attention to detail in processing orders, quotations, and invoices.
• Problem-solving skills to address customer complaints, order issues, or warranty claims.
• Ability to meet sales targets and follow up on pending orders effectively.
• Customer-focused with a proactive approach to service and support

Job Type: Full-time