Quotation and Payment Follow-up Coordinator

The Quotation and Payment Follow-up Coordinator is responsible for managing and tracking customer quotations, ensuring timely follow-ups, and facilitating smooth payment processes. This role ensures accurate communication with clients, promotes efficient workflow, and supports the finance team to ensure payments are received promptly.

Key Responsibilities:

1. Quotation Management:

Prepare, send, and track quotations to clients based on their requirements.

Collaborate with sales and product teams to ensure accurate and competitive quotes.

Maintain a database of all quotations sent and their current status.

Respond to customer inquiries regarding quotations and negotiate terms when necessary.

2. Payment Follow-ups:

Monitor outstanding payments and follow up with clients to ensure timely settlement.

Send payment reminders via email, phone calls, or formal letters.

Work closely with the finance team to reconcile payments and manage overdue accounts.

Address any payment-related issues or disputes with customers.

3. Customer Communication:

Maintain strong communication with clients, offering assistance and resolving any issues related to payments and quotations.

Update clients on the status of their orders and any potential delays in payments or delivery.

4. Reporting:

Provide regular reports on the status of quotations, payment collections, and outstanding balances.

Identify trends in payment delays or client needs and report to senior management.

5. Documentation & Record Keeping:

Ensure all quotations and payment records are accurately documented in the companys systems.

Maintain clear records of communication with clients regarding payments and quotations.

6. Collaboration:

Work closely with the sales, finance, and operations teams to streamline the quotation and payment processes.

Assist in managing the customer relationship to enhance retention and satisfaction.

Mandatory Key Skills

• Excellent written and verbal communication skills.
• Strong attention to detail and organizational skills.
• Ability to work independently and as part of a team.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).

Work Experience Required

• 2+ years of experience in customer service, sales support, or finance-related roles.

Qualification

• Bachelors degree in Business Administration, Finance, or related field (preferred).