1–3 years of experience in a business coordination, sales support, or administrative role — fresh graduates with strong internship experience will be considered. Please refer to the job advert for further information.
Business Coordinator - Commercial Operations | Colombo
Role Overview
The Business Coordinator is an entry-to-mid level individual contributor responsible for supporting Nova Corp's day-to-day commercial and operational activities. This role is the operational backbone of the sales and business development function — keeping processes running, records accurate, and communication flowing across internal teams, clients, and vendors.
This role suits a sharp, detail-oriented professional who thrives in a dynamic technology environment, takes ownership of assigned responsibilities, and is eager to grow within a fast-scaling Managed Security Services Provider (MSSP). You will work closely with the Sales Operations team and report to the Senior Sales Operations Coordinator, with direct exposure to the BD leadership team.
Key Responsibilities
Sales & BD Support
- Provide day-to-day administrative and coordination support to the Business Development team — scheduling meetings, preparing materials, and managing follow-up actions.
- Maintain client and prospect contact records, ensuring CRM entries are accurate and consistently updated.
- Assist in the preparation of standard sales proposals, quote templates, and service presentations under guidance from senior team members.
- Support the coordination of meetings, demos, and client calls — including calendar management, room or virtual link setup, and circulating agendas or follow-up notes.
- Track BD team activity logs and flag pending tasks or overdue follow-ups for the team's attention.
Proposal & Document Coordination
- Assist in collating inputs from technical, finance, and vendor teams to support proposal preparation.
- Maintain the proposal and document library — organising templates, previous submissions, and approved service descriptions for easy retrieval.
- Track submitted proposals by status (sent, pending, accepted, lapsed) and update the team on open items.
- Format and quality-check documents before submission, ensuring alignment with Nova Corp's brand standards and professional presentation guidelines.
Vendor & Supplier Coordination
- Liaise with vendor and supplier contacts for quote requests, portal updates, and documentation requirements.
- Assist in processing license renewal reminders and flagging upcoming contract expiries to the sales team.
- Maintain a tracker of vendor contacts, pricing updates, and partner portal credentials to support the team.
- Support vendor compliance records and assist with partner program documentation as required.
Order Processing & License Tracking
- Assist in processing license, subscription, and product orders — verifying SKUs, quantities, and pricing before confirmation.
- Maintain the license and subscription register, tracking renewal dates and flagging upcoming renewals to the senior team.
- Coordinate order confirmations and delivery details with the technical team to support smooth provisioning.
- Flag order discrepancies, delays, or anomalies to the Senior Sales Operations Coordinator promptly.
Invoicing & Payment Coordination
- Support the timely generation and dispatch of client invoices in coordination with Finance.
- Maintain an invoice tracker by status — sent, acknowledged, overdue, and paid — for all assigned accounts.
- Conduct routine payment follow-up with clients via email or phone, escalating unresolved items to the senior team.
- Assist with reconciliation queries and support Finance in resolving straightforward billing discrepancies.
CRM Maintenance & Reporting Support
- Enter, update, and maintain CRM records — contacts, activities, deal stages, and notes — on a daily basis.
- Support the preparation of weekly pipeline and status reports by compiling data from the CRM and trackers.
- Flag missing or inconsistent CRM data to the Senior Coordinator for resolution.
- Assist in onboarding new accounts and ensuring that client information is captured correctly from the start.
Cross-Team & Operational Support
- Coordinate with Finance, Technical Delivery, and Operations teams to support client onboarding, order fulfilment, and account management tasks.
- Manage general office and operations correspondence on behalf of the commercial team when required.
- Support the coordination of Nova Corp internal events, team meetings, or BD activities as needed.
- Contribute to continuous improvement of operational processes by identifying recurring inefficiencies and raising them with the team.
Qualifications & Requirements
Essential
- Bachelor's degree (or final year) in Business Administration, Commerce, Marketing, or a related discipline.
- 1–3 years of experience in a business coordination, sales support, or administrative role — fresh graduates with strong internship experience will be considered.
- Proficiency in Microsoft 365 — Outlook, Teams, Excel (intermediate), Word, and PowerPoint.
- Strong written and verbal communication skills in English, with a professional and responsive approach to client and vendor correspondence.
- Organised, detail-oriented, and capable of managing multiple tasks and deadlines simultaneously.
- Reliable, proactive, and able to work independently on routine tasks while escalating where needed.
Preferred
- Prior experience in a technology, IT services, or managed services company.
- Familiarity with CRM tools (Odoo, Zoho, HubSpot, or similar) — even basic user experience is valued.
- Exposure to vendor licensing, Microsoft 365 subscriptions, or cloud platforms is an advantage.
- Experience handling invoice tracking, purchase orders, or supplier coordination.
- Comfort with structured data entry, Excel-based trackers, and basic reporting tasks.
Core Competencies
- Attention to Detail
- Organisational Effectiveness
- Communication & Correspondence
- CRM Data Maintenance
- Task Management & Follow-Through
- Vendor & Client Coordination
- Process Adherence
- Team Collaboration
- Initiative & Proactiveness
- Adaptability
What We Offer
- A structured entry point into a high-growth MSSP environment with direct exposure to global technology markets.
- Competitive remuneration package commensurate with experience and qualifications.
- Mentorship and day-to-day guidance from an experienced Senior Sales Operations Coordinator.
- Exposure to enterprise technology platforms including Microsoft, AWS, Sophos, CrowdStrike, and Fortinet.
- A collaborative, entrepreneurial work culture that rewards ownership, initiative, and consistency.
- Clear career progression pathway into senior coordination, sales operations, or account management roles.
- Access to vendor training, Microsoft partner programs, and professional development resources.
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