Sales Support Coordinator | EXA Ceramics

Job Purpose

Coordinate prequalification, project registration, material submittal, and related documentation activities to ensure accurate and timely submissions. Maintain company certificates and approvals, follow up with internal departments for required documents, and support preparation of samples, mood boards, and administrative requirements.

Functional Responsibilities

Prequalification & Registration

• Coordinate the preparation and submission of prequalification documents.
• Prepare project registration files and required supporting documents.
• Follow up with internal departments to obtain required information and approvals.
• Track submission status and maintain updated records.

Certificates & Documentation

• Maintain company certificates, approvals, and related records.
• Ensure required documents are valid, complete, and available for submission.
• Organize and maintain prequalification and registration files.
• Prepare regular status updates and reports.

Material Submittals & Samples

• Prepare material submittal folders and supporting documents.
• Coordinate the preparation of product samples and mood boards.
• Follow up on required technical and commercial documents for submissions.
• Ensure submission packages are complete before delivery.

Administrative & Coordination Support

• Support daily administrative and coordination activities.
• Maintain tracking sheets, records, and follow-up logs.
• Coordinate with relevant internal teams to ensure timely completion of assigned requirements.

General Responsibilities

HR Proficiency:

• Ability to obtain updated soft and technical skills related to the job.

Delivery:

• Perform the planned activities to meet the operational and development targets as per delivery schedules.
• Utilize resources effectively to achieve objectives within efficient cost and time.
• Provide a periodic report formatted by detailing the deviation and execution of planned tasks.

Problem-Solving:

• Solve any related problems arise and escalate any complex operational issues.

Quality:

• Ensure quality requirements to develop effective quality control and processes including specifications for products or processes or related activities.

Business Process Improvements:

• Coordinate well-defined written systems, policies, procedures, and seek automations opportunities as much as possible.

Compliance:

• Comply to related policy and procedures and work instructions.

Health, Safety, and Environment:

• Ensure compliance of relevant safety, quality, and environmental management procedures and controls within defined area of work activity to guarantee safety, legislative compliance, and delivery of high-quality products/services.

Qualification

Experience

Skills