Tendering & Sales Support Engineer

Job Purpose:

The Tender & Sales Support Engineer is responsible for supporting the Sales Team in the preparation and coordination of quotations, tenders, customer communications, purchase orders and project-related activities. The position serves as the key coordination point between the customer, Sales Team, Technical & Tendering Manager, Internal Sales, factory and other relevant departments to ensure that quotations, orders and projects are followed up efficiently and accurately.

The position does not have authority to determine or approve commercial pricing, discounts or commercial terms unless specifically authorized by the Sales Director.

Job Context:

A. Tender & Quotation Support

• Review customer RFQs, inquiries and tender requirements for completeness.
• Coordinate with the Technical & Tendering Manager for technical review and proposal preparation.
• Prepare commercial quotation documents based on pricing and commercial instructions provided by the Sales Director.
• Ensure quotations are prepared accurately and submitted within the required deadline.
• Coordinate tender submissions and maintain proper tender documentation.
• Follow up with customers on quotation and tender status.
• Record and communicate customer feedback, clarification requests and commercial requirements to the Sales Director.
• Coordinate quotation revisions as instructed by the Sales Director.
• Maintain proper records of all quotations, tenders and related correspondence.

B. Customer Communication

• Communicate professionally with customers regarding quotations, technical proposal status, documentation and project updates.
• Follow up with customers on outstanding inquiries, quotations, purchase orders and project matters.
• Coordinate customer requests and ensure they are directed to the appropriate internal person.
• Provide timely updates to customers on order and project status based on information received from the relevant internal teams.
• Maintain good working relationships with customers and provide responsive sales support.

C. Purchase Order & Project Coordination

• Review received Purchase Orders for completeness and coordinate with the Sales Director for commercial confirmation.
• Coordinate PO-related clarifications with customers when required.
• Follow up on project documentation and customer requirements after PO receipt.
• Coordinate with Internal Sales regarding order processing, production status and delivery schedules.
• Follow up on project progress and communicate relevant updates to customers.
• Escalate delays, issues or customer concerns to the Sales Director promptly.

D. Internal & Factory Coordination

• Coordinate with the Technical & Tendering Manager on technical proposals and technical clarifications.
• Coordinate with Internal Sales on PO processing, factory communication, production status and delivery matters.
• Follow up with the factory when required to obtain information needed for customer updates.
• Ensure customer requirements and project information are properly communicated internally.
• Support cross-functional coordination to ensure smooth execution of sales and project activities.

E. Sales Administration & Reporting

• Maintain accurate records of quotations, tenders, customer inquiries and project status.
• Provide regular updates to the Sales Director on quotation and project progress.
• Monitor outstanding quotations and follow up on pending customer responses.
• Prepare sales-related reports and summaries when required.
• Ensure all relevant sales and tender documents are properly maintained and filed.

Key Accountabilities:

These would be included:

• Tender & RFQ Management - Tracking, coordination, submission Tender
• Quotation Follow-Up - Customer follow-up, status, conversion
• Customer Requirement Management - Capturing & coordinating requirements on the technical specification
• Order & Project Coordination - Handover, follow-up, customer updates
• Sales Pipeline & Reporting - Accurate pipeline and reports (monthly invoicing)

Other Duties & Responsibilities

• Perform any other duties, assignments or responsibilities as may be reasonably requested by the Direct Reporting Manager from time to time.
• Take on additional tasks or projects that are not specifically stated in this Job Description where the Direct Reporting Manager considers the employee to have the appropriate skills, knowledge, capability or potential to perform the task.
• Provide support to other departments or functions when required, subject to the direction and approval of the Direct Reporting Manager.
• Be flexible and willing to undertake new responsibilities arising from changes in business requirements, customer needs, company operations or organizational priorities.
• Where necessary, learn and develop the required knowledge or skills to perform additional responsibilities assigned by the Direct Reporting Manager.
• Any additional duties assigned shall be within reasonable business requirements and the employee's capabilities and shall not override the defined authority and accountability of other designated positions.

Qualifications, Experience and Skills:

Minimum Qualifications, Knowledge and Experience:

• Proposal / Tendering / Electrical Engineer minimum 3 years experiences in Power distribution
• Strong verbal and written communication skills in English and Malay language
• Excellent communication skills for follow ups with clients
• MS Office, Excel, Word, and Power point
• Must be able to cope and be flexible under daily pressure and multi-task
• Passion for customer service

Behavioural Competencies:

• Take full ownership of assigned responsibilities.
• Actively follows up with relevant parties, keeps the Direct Reporting Manager informed of progress and issues.
• Time Management & Prioritization - ensures assigned tasks are completed within the required timeframe.
• Proactive & Takes Initiative - does not rely solely on instructions and demonstrates initiative in identifying and resolving routine matters within their authority.

• Good teamwork & Collaboration with colleagues.

Responsibilities :

1) Data Collection and Analysis: Collate and analyze data using preset tools, methods, and formats. Involves working independently.

2) Advanced and Predictive Analytics: Support interpretation of advanced and predictive analytics data, using specialized software tools and functionalities.

3) Insights and Reporting: Contribute to the preparation of various data and analytics reports.

4) Information and Business Advice: Resolve queries from internal or external customers or suppliers by providing information on complex processes and the related policies, referring issues to others where necessary for interpretation of policy.

5) Business Performance Metrics: Develop and monitor standard business performance metrics within the organization's established systems to deliver required insights for decision making.

6) Sales: Deliver mostly routine sales support services.

7) Customer Relationship Management (CRM) Data: Schedule follow-up actions and enter relevant information into the CRM system after each contact with a customer to create a call plan and to ensure that the organization has quality data to enable effective customer retention and business development activities.

8) Incentive Program Design: Support the design and delivery of employee incentive programs; provide relevant financial, operational, and business performance analyses; investigate and analyze external practices.

9) Operational Compliance: Develop knowledge and understanding of the organization's policies and procedures and of relevant regulatory codes and codes of conduct to ensure own work adheres to those standards. Obtain authorization from a supervisor or manager for any exceptions from mandatory procedure.

10) Personal Capability Building: Develop own capabilities by participating in assessment and development planning activities as well as formal and informal training and coaching; gain or maintain external professional accreditation, where relevant, to improve performance and fulfill personal potential. Maintain an understanding of relevant technology, external regulation, and industry best practices through ongoing education, attending conferences, and reading specialist media.

EducationalRequirements: Bachelor's Degree or Equivalent Level

GeneralExperienceRequirement : Sound experience and understanding of straightforward procedures or systems (7 to 12 months)

ManagerialExperienceRequirement : Very limited (0 to 3 months)