About this role
Key Responsibilities:
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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