Post Sale Process Coordinator

Discover your 100% YOU with MicroSourcing!

Position: Post Sale Process Coordinator

Location: Mall of Asia complex, Pasay City

Work setup & shift: Hybrid | Night shift Schedule

Why join MicroSourcing?

You'll Have

• Competitive Rewards: Enjoy above-market compensation, healthcare coverage on day one, plus one or more dependents, paid time-off with cash conversion, group life insurance, and performance bonuses
• A Collaborative Spirit: Contribute to a positive and engaging work environment by participating in company-sponsored events and activities.
• Work-Life Harmony: Enjoy the balance between work and life that suits you with flexible work arrangements.
• Career Growth: Take advantage of opportunities for continuous learning and career advancement.
• Inclusive Teamwork: Be part of a team that celebrates diversity and fosters an inclusive culture.
  
  

Position Overview

The Post Sale Process Coordinator plays a critical role in ensuring the seamless transition from sale to ordering. Upon receipt of a Signed Bid, this position is responsible for the thorough verification of all documentation, management of Salesforce Case records, coordination with internal departments, and oversight of the order through purchasing. The ideal candidate is highly detail-oriented, organized, and capable of managing multiple projects simultaneously while maintaining accuracy and compliance with established processes.

Key Responsibilities

• Salesforce & CRM Management
• Confirm that a Salesforce Case and Opportunity have been created upon receipt of the Signed Bid.
• Conduct a thorough search for duplicate Cases and Opportunities and resolve any discrepancies.
• Verify and correct total dollar bid amounts within both the Salesforce Case and Opportunity records.
• Ensure all post-sale documents are saved within the appropriate Salesforce Opportunity.
• Update the Opportunity status to "Closed Won" upon fulfillment of all required conditions.
• Record all Purchase Order (PO) numbers within the Salesforce Case upon confirmation from EASY123.
• Ensure that all vendor quotes (e.g., Mitsubishi) and EPR reference numbers are documented in the Bid notes and within the Salesforce Case.
• In the event of missing documentation, initiate contact with the Sales Representative via post or email through the Salesforce Case, clearly identifying the outstanding items required to proceed.
• Document Verification & Management
  
  

The Following Documents Are Required For Order Processing

• Signed Bid
• Engineer of Record-approved Submittals
• Job Information Sheet (JIS)
• Permit
• Notice of Commencement (as applicable, state dependent)
  
  

Bid & Submittal Verification

• Confirm the bid is fully executed, complete, and legible — with no missing pages or cut-off content.
• Verify that the bid has not expired; if expired, coordinate with the Bid Team to update pricing, equipment models, and applicable specifications.
• Ensure the bid reflects the most current and latest version prior to initiating order processing.
• Confirm that submittals are consistent with and accurately reflect the bid — including all equipment models, quantities, and specifications.
• Verify that all vendor quotes are saved within the Salesforce Case and Opportunity.
• Confirm the validity and expiration dates of all vendor quotes; if expired, return to the vendor for an updated and current quote.
• If documentation is incomplete or missing, promptly contact the Sales Representative via post or email through the Salesforce Case to obtain the required materials before proceeding.
  
  

Delivery & Logistics Information (Required as Part of the Documentation Package):

• Obtain and verify the confirmed delivery address from the Contractor.
• Obtain the designated contact person's full name and cell phone number from the Contractor to facilitate delivery coordination.
• Pricing & Vendor Quote Validation
• Review and confirm the validity of any Rheem Enhanced Pricing Request (EPR), including verification of the expiration date.
• Confirm that all third-party vendor quotes (e.g., Mitsubishi) are current, valid, and within their effective dates.
• Ensure that all EPR reference numbers and vendor quote details are accurately documented on the Bid and within the Salesforce Case.
• Submittal & Engineering Coordination
• Confirm that submittals have been reviewed and approved by the Engineer of Record.
• Verify that submittals align with the bid in all respects — including equipment models, specifications, and quantities.
• In the absence of an Engineer of Record, coordinate with the General Contractor or Contractor to obtain submittal approval.
• Ensure that all curb drawings have been reviewed and are signed off by the Contractor prior to order placement.
• Inventory Review
• Conduct a pre-order review of the bid to determine whether existing on-hand inventory can be utilized to fulfill the order, thereby reducing lead times.
• For Rheem products, reference the Inventory on the Ground listing to confirm unit availability before initiating a new manufacturing order.
• Credit & Account Management
• Compile and submit the complete supporting document package to the Credit Department representative for account review prior to order processing.
• Supporting documents package includes: Signed Bid, Engineer-approved Submittals, Job Information Sheet (JIS), Permit, and Notice of Commencement.
• Verify the Contractor's account status in coordination with the Credit Department.
• For Cash Accounts: confirm that a deposit or full payment has been received prior to processing the order.
• Work with the Credit Department to determine whether a Job Account is required for the Contractor and facilitate its creation as needed.
• Ensure all relevant documentation is forwarded to the appropriate Credit Department representative for account verification and processing.
• Purchasing Coordination
• Coordinate and follow the order through to EASY123 to ensure timely processing.
• Record and document all assigned Purchase Order (PO) numbers within the Salesforce Case upon receipt.
• Understanding of the Bid Request in Salesforce
• Develop a thorough understanding of the Bid Request process as managed within Salesforce, including how bids are initiated, structured, and submitted by the Sales team.
• Review and interpret all components of the Bid Request within Salesforce, including project scope, equipment specifications, pricing details, and associated documentation.
• Understand the relationship between the Salesforce Bid Request, the resulting Opportunity, and the post-sale order processing workflow to ensure seamless handoff from sales to operations.
• Verify that all information captured in the Bid Request is accurately reflected in the Salesforce Case and Opportunity prior to initiating order processing.
• Identify and communicate any inconsistencies or discrepancies found within the Bid Request to the Sales Representative or Bid Team for resolution before proceeding.
• Maintain up-to-date knowledge of Bid Request workflows, fields, and requirements within Salesforce to ensure compliance with established processes.
  
  

Qualifications & Skills

• Demonstrated experience with Salesforce CRM, including case and opportunity management.
• Exceptional attention to detail with strong document management and organizational skills.
• Familiarity with HVAC products and manufacturers (e.g., Rheem, Mitsubishi) is preferred.
• Proven ability to collaborate effectively across multiple departments including Sales, Credit, Purchasing, and Engineering.
• Excellent written and verbal communication skills.
• Working knowledge of construction and project documentation, including permits, submittals, and Notice of Commencement.
• Ability to manage multiple concurrent orders and priorities while consistently meeting deadlines.
• Solid understanding of vendor quoting processes and pricing validation procedures.
• Understanding of the Bid Request process within Salesforce, including the ability to interpret bid components and ensure accurate data handoff to order processing.
  
  

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About MicroSourcing

With over 9,000 professionals across 13 delivery centers, MicroSourcing is the pioneer and largest offshore provider of managed services in the Philippines.

Our commitment to 100% YOU

MicroSourcing firmly believes that our company's strength lies in our people's diversity and talent. We are proud to foster an inclusive culture that embraces individuals of all races, genders, ethnicities, abilities, and backgrounds. We provide space for everyone, embracing different perspectives, and making room for opportunities for each individual to thrive.

At MicroSourcing, equality is not merely a slogan – it's our commitment. Our way of life. Here, we don't just accept your unique authentic self - we celebrate it, valuing every individual's contribution to our collective success and growth. Join us in celebrating YOU and your 100%!

For more information, visit https://www.microsourcing.com/

• Terms & conditions apply

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