Full Time Sales and Tender Coordinator Jobs, Salary up to SGD 4,000 in Ancloz Engineering Pte Ltd - Maukerja

About Us:

Ancloz Engineering engineers and fabricates bespoke removable passive fire protection and removable insulation systems for the oil and gas sector that enhance safety and energy efficiency. Every product is engineered to order and priced individually. Nothing is made for stock.

We are expanding our operations and looking for an organised, dependable coordinator ready to grow with us.

Role Overview:

In this role, you won't just process quotations; you'll build and own the system that every enquiry, quotation and tender runs through.

At Ancloz Engineering, our values of Quality and Continuous Improvement drive everything we do. As our Sales and Tender Coordinator, you'll embody these values by holding a filing and numbering discipline that lets anyone retrieve any quotation years later, and by improving the way the process runs rather than simply operating it.

You will be the administrative backbone of every quotation and tender, from the moment an enquiry arrives to the moment its outcome is recorded. You'll work closely with the sales team, Engineering, the Admin Executive and the Project Engineer to keep every enquiry moving and every record accurate so that the sales team can spend their time with customers instead of chasing paperwork.

Unlike a traditional sales admin role, the tracking method here does not exist yet. Quotation administration is currently spread across the sales team and the Admin Executive, and beyond an interim listing kept by the Sales Lead there is no adequate way of knowing what is coming in, what is waiting on whom, and what needs chasing. Designing that and running it is the first part of the job and it has to be something others can read without you explaining it.

Your Key Responsibilities will include:

• Designing the Tracking: Design and put in place the method by which all of this is tracked. No adequate method exists today, and building one that works and that other people can read without you explaining it is part of the role and not an extra.
• Quotation Administration: Create the quotation number and open the folder for every enquiry, file every email, drawing, specification and document against it, and maintain the templates and filing structure so any quotation can be retrieved by anyone.
• Drafting & Issuing: Draft the quotation from the estimate supplied by Engineering and the markup set by the salesperson, route it for markup and then price approval, and issue the approved quote
• Coordination: Send each enquiry to Engineering and obtain the completed estimate; where freight is included, obtain the packing details from Engineering and the freight figure from the Admin Executive. Obtain from the customer whatever Engineering identifies as missing, and follow up until it arrives. In time, once Engineering has written the enquiry checklist, you'll pre screen enquiries so that Engineering only ever sees complete ones.
• Customer Correspondence: Handle the day to day email correspondence on live enquiries and quotations, and keep the salesperson informed of where each one stands so they do not need to read the correspondence themselves.
• Order Handover: When an order is won, arrange the kick off meeting between the salesperson and the Project Engineer, and file the handover documents.
• Tender Submissions & Vendor Registration: Coordinate and assemble tender submissions such as forms, certificates, technical data sheets, compliance statements and commercial schedules and track deadlines and portal requirements. Get us onto the approved vendor lists of target customer accounts and keep those registrations current. Maintain a reusable library of company documents, certificates and standard responses so the same material is not rebuilt each time.
• Records & Registers: Maintain the quotation listing as the live record of every enquiry, where each open item carries an owner, a next action and a date, and every quotation carries a recorded outcome with the reason on every loss. Keep the company registers current: our certificates (class society approvals, product certifications, ISO and insurance), which customers we are an approved vendor with, and who represents us in which territory and tracking expiry dates so nothing lapses without having been flagged in advance. These registers are not owned by anyone today.
• Follow Up: Follow up on quotations with no customer response after 14 days, and at 30 days escalate to the salesperson with a recommendation to close as no response. Chase enquiries waiting on Engineering beyond the agreed turnaround without waiting to be asked, and issue the Sales Lead a weekly list of what is outstanding, with whom, and for how long.
• Systems & Improvement: Own the Singapore quotation and pipeline data in our CRM, which is not yet in use here. The record starts in a spreadsheet and you are the named person who moves it across. Keep the filing and numbering discipline consistent as volume grows, and propose and implement better ways of running the quotation and tender process.

Your First Year:

You are not expected to carry all of the above from day one. The role is built to be taken on in stages.

• Months 1 to 3. Learn the quotation process, the filing structure and the tender requirements. Take over quotation numbering, folder creation and filing, and take the quotation listing over from the Sales Lead. Agree and put in place how enquiries and follow ups will be tracked. Begin handling customer correspondence.
• Months 3 to 6. Take over drafting and issuing quotations, and coordinating estimates. Establish the quotation listing as a live record with an outcome recorded against every quotation.
• Months 6 to 12. Take on tender assembly and vendor registrations, the quotation and pipeline data in the ERP, and the company registers. Begin pre screening enquiries for Engineering, and propose and implement improvements to the process.

What This Role Is Not:

We are specific about this, because the title says sales and the work is not selling.

• Estimating and cost is done by Engineering, who supply the cost including labour. No costing arithmetic is performed in this role.
• Freight and logistics sit with the Admin Executive. You request the figure and enter it; you do not source or negotiate it.
• Technical evaluation (whether a specification is correct or complete)+ is decided by Engineering and the salesperson.
• Markup and price are set by the salesperson, with final approval from the Chairman.
• The customer relationship, negotiation and closing stay with the sales team. You will not carry a sales target.
• Anything after the purchase order sits with the Project Engineer.

Within the quotation and tender process, however, the record is yours and no one else maintains it.

Who You Are:

• Experienced in Coordination Preferred: Two or more years in sales coordination, tender administration, contracts administration or project coordination, in a business to business environment.
• A Proven Finisher: You can show evidence of chasing work through to closure. We will ask how you knew, on any given day, what was outstanding and with whom.
• A Confident Writer: Written English strong enough for customer correspondence and formal tender submissions.
• Systems Capable: Confident with spreadsheets, document assembly and email management, and comfortable learning new software.
• Organised and Consistent: You work to a fixed filing and numbering discipline and you do not let items sit.
• A Method Builder: Able to design a simple working method and then hold to it. You will be asked to build the tracking that does not exist today, not only to operate something already built.
• Firm on Deadlines: Able to hold a deadline against people who do not report to you, including customers and colleagues in another country.

Desirable: oil and gas, marine, shipyard or EPC supply chain exposure; experience with tender portals and approved vendor list registrations; experience with a CRM or ERP; an interest in moving into a selling role in time.

No engineering qualification or estimating experience is required.

Why Join Us?

This position offers more than a job; it offers ownership of a process that does not yet exist. You will not be inheriting someone else's system and maintaining it, you will be designing the way this company tracks every enquiry it receives, and the Director will read that record directly, without it being summarised or filtered before he sees it.

It is also deliberately not a selling role, and the best available route into one. On evidence that the record is reliably kept and the tender work is well handled, the natural progression is a move to a Sales Executive role with a small named account list. That progression is a transfer, not an addition and when it happens, the coordination work moves to someone else or is automated, because deadline bearing coordination work reliably crowds out selling.

You will report to the Sales Lead, with a weekly one to one and a dotted line to the Director for the quotation record. Full time, Singapore office, six month probation.

If you are interested, please apply via the portal with your CV and a short note on how, in your last role, you knew what was outstanding and with whom. We will contact you shortly.

Pay: $3,000.00 - $4,000.00 per month

Work Location: In person