Sales Coordinator EMEA

Job Summary

The Sales Coordinator provides essential administrative and operational support to the Sales team, ensuring smooth execution of day to day commercial activities. The role acts as a central point of coordination between Sales, Customer Service, Product Stewardship, Finance, Supply Chain, and external partners such as distributors. the Sales Coordinator enables the Sales team to focus on customer engagement and business growth.

Job Description

Responsibilities

1. Sales Administration & Team Support: you support the Sales team by managing essential administrative activities that ensure smooth daily operations, which include:

• Send out price lists, product updates, and customer notifications (e.g., price increases, packaging changes, product spec changes).
• Set up internal meetings, prepare agendas, and coordinate follow‑up actions.
• Support Sales with ad‑hoc administrative needs, especially when team members are travelling.
• Manage literature requests and mail merges for customer communications.
• Coordinate with PSRA.
• Partner with Sales and Finance to circulate account statements and support timely credit‑hold resolution.
• 2. Customer & Distributor First: you help maintain strong customer and distributor relationships through timely, accurate communication.
• Follow up on customer complaints, Customer Service, and Sales to ensure resolution.
• Deliver price updates and new product introduction communications to distributors in partnership with Product Management and the Data Team.
• Maintain and update customer contact databases for targeted campaigns, trade show promotions, and product notifications.

3. Sample Management & Reporting: you manage the sample process and ensure visibility of sample performance.

• Oversee end‑to‑end sample processes for existing products and extensions: request intake, allocation, approval, tracking, and inventory control. Note that the Innovation Delivery team is responsible the sampling process of new products.
• Coordinate with Supply Chain on sample re‑supply needs and ensure timely system updates.
• Follow up with Sales on sample outcomes and next steps.
• Consolidate sampling reporting requirements and collaborate with the Data team on dashboard development and improvements.
• When needed, you develop and maintain simple reports or trackers on sample utilisation and effectiveness.

4. Documentation & Statutory Requirements: You maintain accurate records and support the organisation of sales‑related information.

• Maintain accurate customer files, contracts and business contacts that meet local and global record retention requirements.
• Support the upkeep of Commercial / Sales SharePoint sites and ensure documents are organised and accessible.

Decision making

You make day‑to‑day decisions on how to structure and manage internal sales meetings to ensure the Sales team receives timely and accurate information.

You make operational decisions related to sampling, such as prioritising requests, managing approvals, and escalating issues that may impact customer timelines or inventory availability.

Higher‑level approvals are required for decisions that impact commercial strategy, pricing, contractual commitments, or significant business outcomes.

What will it take

• Communicates Effectively: You communicate clearly and professionally with cross‑functional teams and with customers and distributors. You articulate issues and updates in a way that supports fast, accurate decision‑making.
• Action Oriented: You take initiative, act with urgency, and handle new tasks independently. You ensure samples and other requests by Sales colleagues are processed quickly to keep sales operations running efficiently.
• Organisation and Prioritisation: You organise and prioritise multiple tasks at once, maintaining structure and clarity in a fast‑moving environment. You adjust plans as priorities shift and ensure work is completed accurately and on time.
• Attention to Detail: You maintain a high level of accuracy when managing customer files, contracts, sample records, and operational documentation. You ensure information is complete, reliable, and well‑organised.
• Team player across functional and data team with uncompromising ethics and unwavering integrity - you need to be a humble, low ego individual who is strong team player.

Technical Knowledge and Skills

• Excellent MS Office skills.
• Practical knowledge of SalesForce and different project management tools.
• Knowledge of the chemical, coatings or personal care industries is a plus.

• Strong ability to plan, prioritize, and realize goals and needs.

• Demonstrate flexibility in addressing changing priorities and demands.
• Demonstrated ability to function in an action-oriented environment, which is dependent on cross-functional cooperation is imperative.

Position Requirements

Education: Technical or Bachelor’s is degree an advantage but not required.   Experience:

• 2+years work experience in sales-orientated role, such as customer service, sales support, inside sales, sales excellence.
• Experience working cross‑functionally and partnering with business stakeholders.
• IT Skills: Proficiency in MS Office (required), Practical knowledge of Sales Force, Project Management tools (required), Working knowledge of JDEdwards and PowerBI is an advantage but not a must.
• Language Skills: Verbal and written fluency in English.
• Working arrangements: The role is full-time and based at the Porto Hub (minimum 3 days per week in the office).
• This role may be asked to accommodate other time zones, such as Asia or US hours.
• Traveling required: International travel to other Elementis sites as required to support sales meetings, conferences, trade shows, and others.