Sales & Project Administration Coordination

16 hours ago

Philippines Pump & Valve Specialties Ltd Full time

The Sales & Project Administration Coordinator will provide essential support across PV Composites and FastFlo operations. This role will manage bill of materials (BOM) updates, coordinate sales order processing, support quotation preparation, assist with project tracking, and engage in proactive business development activities. The ideal candidate will thrive in a fast-paced environment, be highly organized, and demonstrate the initiative to manage multiple priorities while maintaining a high level of accuracy.

Key Responsibilities

1. Bill of Materials (BOM) & Order Administration

  • Assist with monthly BOM updates for PV Composites and Civil products.
  • Receive customer orders and accurately prepare Sales Orders (SO) in NetSuite.
  • Create and finalise BOMs for PVC and Civil projects as directed by the engineering team.
  • Regularly follow up on Rolling Stock takes for all branches.
  • Action purchase orders from suppliers required for FastFlo projects.
  • Maintain accurate and up-to-date records of BOMs and related documentation.

2. Quotation & Proposal Support

  • Prepare PV Composites tank quotations using the standard template and design report during peak workload periods.
  • Support the lead preparer to ensure accurate, timely, and consistent quotations.
  • Collaborate with engineers to develop technical proposals for projects involving poly pump stations and other FastFlo products.
  • Build BOMs and supporting documents for approved projects.

3. Market Research & Business Development Support

  • Monitor “What’s On,” Pacificon, and other industry publications for upcoming projects.
  • Contact architects, project managers, consultants, and subcontractors to promote FastFlo products.
  • Liaise with specifying engineers and consultants to maintain and strengthen relationships.
  • Use PipeDrive CRM to track and follow projects through proposal and approval stages.
  • Proactively work with Business Development Managers to identify and secure project opportunities.

4. Project & CRM Management

  • Enter successful projects into NetSuite and manage day-to-day customer sales orders.
  • Keep project pipelines updated in PipeDrive CRM and follow through until project completion.
  • Coordinate with internal departments to ensure smooth handover from sales to production.

Skills & Attributes

  • Exceptional attention to detail with strong accuracy in data entry and document preparation.
  • Fast to grasp new systems, processes, and technical concepts.
  • Strong organizational skills with the ability to manage multiple priorities and deadlines.
  • Confident communicator with excellent phone and email etiquette.
  • Proactive problem-solver with the ability to work independently and as part of a team.
  • Strong interpersonal skills to build and maintain professional relationships.

Qualifications & Experience

  • Previous experience in sales administration, project coordination, or a similar role.
  • Familiarity with BOM creation, order processing, and CRM systems (NetSuite, PipeDrive preferred).
  • Experience in manufacturing, engineering, or construction industries is advantageous.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
  • Understanding of technical drawings or basic engineering principles is an advantage.
Seniority level
  • Seniority level Entry level
Employment type
  • Employment type Full-time
Job function
  • Job function Administrative
  • Industries Machinery Manufacturing

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