The posting
Company Overview
We are the one-stop smart vending machine supplier in Singapore since 2016, providing professional vending services with a dedicated team. Join us for an exciting career adventure in smart retail solutions and automation.
Job Summary
We are looking for a proactive, organized and detail-oriented Sales Administrator & Project Coordinator to support our sales, project implementation and daily business operations. The successful candidate will coordinate sales enquiries, prepare quotations and sales documentation, liaise with customers and suppliers, arrange machine deliveries and installations, monitor project timelines, and follow up on outstanding payments and service matters. This role requires good organizational and communication skills, the ability to manage multiple projects simultaneously, and a hands-on approach to ensuring smooth coordination between customers, sales, technical teams, suppliers and management.
Responsibilities
- Coordinate incoming sales enquiries and maintain accurate customer and sales records to support sales operations
- Prepare quotations, proposals, purchase orders, invoices, and other sales documentation to facilitate customer transactions
- Follow up with customers on quotations, proposals, order confirmations, and outstanding decisions to advance sales processes
- Maintain the sales pipeline, customer database, and sales activity reports to ensure up-to-date sales information
- Organize customer meetings, site visits, product demonstrations, and presentations to support sales engagement
- Assist the sales team in preparing tender submissions, contracts, and project proposals to secure new business
- Follow up on customer payments and collaborate with the accounts team to resolve outstanding invoices
- Provide timely responses to customer enquiries and document communications to maintain service quality
- Coordinate vending machine and smart solution projects from order confirmation through installation and handover to ensure smooth project delivery
- Liaise with customers, building management, suppliers, contractors, and internal technical teams to facilitate project execution
- Arrange site surveys, equipment deliveries, installation schedules, and commissioning appointments to meet project timelines
- Track project milestones, deadlines, costs, and outstanding deliverables to monitor project progress
- Prepare and maintain project schedules, checklists, progress reports, and handover documents for effective project management
- Follow up on installation issues, defects, repairs, and outstanding work until resolution to ensure customer satisfaction
- Coordinate collection of site requirements, access approvals, permits, and installation documents where applicable to comply with regulations
- Maintain project records, photographs, service reports, and customer sign-offs to document project completion
- Escalate project delays, operational issues, and customer concerns to management promptly for timely resolution
- Liaise with local and overseas suppliers regarding equipment orders, delivery schedules, and spare parts to ensure supply chain efficiency
- Monitor machine inventory, accessories, spare parts, and delivery status to maintain operational readiness
- Coordinate shipping arrangements, delivery documentation, and equipment receiving to support logistics
- Follow up on equipment defects, warranty claims, repairs, and replacement parts to maintain equipment reliability
- Maintain records of machine serial numbers, deployment locations, installation dates, and maintenance history for asset tracking
- Receive and record customer service requests and equipment issues to initiate service response
- Coordinate technicians and service providers for troubleshooting, maintenance, and repairs to resolve equipment issues
- Track service response times and ensure issues are followed up until closure to maintain service standards
- Maintain service records and update customers on repair progress to ensure transparency
- Assist in coordinating machine relocation, removal, replacement, and site termination arrangements to support operational changes
- Maintain accurate sales, project, customer, supplier, and equipment databases to support business operations
- Prepare weekly sales pipeline and project progress reports to inform management decisions
- Assist with purchase orders, invoice tracking, payment follow-ups, and basic accounts administration to support financial processes
- Organize contracts, quotations, delivery orders, installation reports, and other business documents to ensure documentation accuracy
- Perform other sales, project coordination, and administrative duties assigned by management to support team objectives
Preferred competencies and qualifications
- Diploma or equivalent qualification in Business Administration, Sales Administration, Project Management, or related field
- Preferably 2–3 years of experience in sales administration, project coordination, operations, or customer service
- Experience in vending machines, equipment supply, automation, engineering, or technology solutions is an advantage
- Proficient in Microsoft Excel, Word, Outlook, and other office productivity tools
- Familiarity with quotations, purchase orders, invoicing, project schedules, and customer databases
- Strong organisational, communication, coordination, and problem-solving skills
- Ability to manage multiple tasks, meet deadlines, and work independently with minimal supervision
- Responsible, meticulous, proactive, and willing to learn
- Comfortable communicating with customers, suppliers, technicians, and management
- Good command of written and spoken English to communicate effectively with customers and suppliers
