Job Description

Key Responsibilities:

1. Sales & Marketing Coordination

• Coordinate with the Sales teams to understand customer requirements, project specifications, and material needs.
• Provide technical and commercial support for Building Services product inquiries.
• Coordinate with internal departments and suppliers to ensure timely responses to customer requirements.

1. Quotation & Project Pipeline Management

• Prepare accurate and competitive quotations based on customer inquiries, project specifications, BOQs, and technical requirements.
• Obtain pricing, lead times, and technical information from manufacturers and suppliers.
• Maintain and regularly update the project pipeline log, quotation status, and follow-up records.
• Ensure quotations are submitted within the required timelines.

1. Purchase Order Evaluation & Order Acknowledgement

• Review customer Purchase Orders (POs) against quotations, specifications, quantities, pricing, delivery requirements, and agreed commercial terms.
• Identify discrepancies or deviations and coordinate with the Sales team/customer for clarification.
• Prepare and issue Order Acknowledgements to customers after receiving and reviewing POs.

1. Order Estimation & Commercial Approval

• Prepare detailed Order Estimation Sheets for received orders.
• Verify material costs, selling prices, margins, freight, and other applicable commercial elements.
• Obtain necessary approvals from the Sales Manager/Senior Manager before proceeding with orders.

1. Manufacturer & Supplier Coordination

• Place purchase orders with manufacturers/suppliers based on approved customer orders.
• Coordinate with manufacturers regarding product availability, technical requirements, production status, lead times, and delivery schedules.
• Follow up regularly to ensure materials are delivered according to customer commitments.

1. Delivery & Inventory Management

• Coordinate material deliveries in line with customer Purchase Orders and agreed delivery schedules.
• Monitor stock availability and ensure appropriate allocation of materials to projects/orders.
• Coordinate with warehouse/logistics teams for material receipt, dispatch, and delivery.
• Track outstanding materials and ensure timely resolution of delivery-related issues.

1. Material Coding & Tracking

• Create, maintain, and update material/product codes in coordination with the relevant internal departments.
• Ensure accurate tracking of materials from quotation through procurement, receipt, delivery, and invoicing.
• Maintain proper records of product descriptions, specifications, manufacturer details, and related documentation.

1. Purchase Order Invoicing & Finance Coordination

• Coordinate the invoicing process for customer Purchase Orders.
• Ensure invoices are prepared accurately based on customer PO requirements and delivery documentation.
• Submit invoices and supporting documents to the Finance Department for further processing.
• Coordinate with Sales, Operations, and Finance to resolve invoicing discrepancies or documentation issues.

1. Project Submittals & Technical Documentation

• Prepare and compile technical/project submittals for customer and consultant approval.
• Collect and organize product datasheets, technical specifications, compliance certificates, drawings, test certificates, and other required documentation.
• Ensure submitted products comply with project specifications and customer/consultant requirements.
• Coordinate with manufacturers to obtain updated technical documentation when required.

1. Catalogue & Product Data Management

• Maintain and regularly update product catalogues for valves, insulation, copper pipes and fittings, instrument gauges, accessories, and other Building Services products.
• Maintain and update accessory catalogues and related technical literature.
• Ensure the latest product datasheets, catalogues, certifications, and technical information are readily available to the Sales and Marketing teams.

1. Technical Application Support

• Assist the Sales and Marketing teams in selecting suitable products based on project specifications and application requirements.
• Review technical requirements, specifications, and BOQs to identify appropriate products and accessories.
• Provide product/application guidance to customers and internal stakeholders when required.
• Liaise with manufacturers for technical clarification and product recommendations.

1. Documentation & Reporting

• Maintain organized records of quotations, customer POs, order acknowledgements, estimation sheets, supplier orders, delivery records, invoices, and project submittals.
• Prepare regular updates on quotation status, project pipeline, order status, procurement, deliveries, and pending actions.
• Ensure all project and order-related documentation is complete, accurate, and properly maintained.

1. Sales Order (SO) Preparation & Booking

• Prepare Sales Orders (SOs) in the Oracle system based on approved customer Purchase Orders and quotations.
• Ensure SOs accurately reflect product codes, descriptions, quantities, prices, delivery dates, customer details, and applicable commercial terms.
• Verify all required information and approvals before booking the SO.
• Coordinate with Sales, Finance, Warehouse, and other relevant departments to ensure smooth SO processing.
• Monitor and maintain the status of booked SOs until order completion.
• Ensure proper documentation and filing of SOs and related supporting documents.

Required Qualifications & Experience:

• Bachelor's degree or diploma in Mechanical Engineering, HVAC, Building Services Engineering, or a related field.
• Valid Kuwait Transferrable Visa.
• Relevant experience in Building Services, HVAC, valves, insulation, instrumentation, or related BSP products.
• Experience in technical/commercial quotation preparation and Purchase Order processing.
• Knowledge of project submittals, technical documentation, and product specifications.
• Good understanding of valves, copper fittings, insulation, gauges, and related building service products & accessories.
• Experience coordinating with manufacturers, suppliers, customers, Sales, Procurement, Warehouse, Logistics, and Finance teams.
• Proficiency in MS Office, particularly Excel and Word; Google Sheets experience with Oracle/SAP systems is an advantage.
• Strong verbal and written communication skills, with the ability to communicate clearly and professionally with clients, customers, suppliers, manufacturers, and internal teams.
• Strong interpersonal and soft skills, including active listening, teamwork, coordination, negotiation, and relationship management.
• Customer-service oriented, with a professional and responsive approach to customer inquiries and requirements.
• Ability to understand customer needs and provide timely, accurate, and appropriate solutions.
• Ability to build and maintain positive working relationships with the team, customers and internal stakeholders.
• Professional, confident, well-organized, and able to handle multiple priorities and deadlines.
• Strong attention to detail, follow-up skills, and ownership of assigned tasks.