Quote Support Officer, Digital Automation
Signify · Shah Alam
About Signify
Through bold discovery and cutting-edge innovation, we lead an industry that is vital for the future of our planet: lighting. Through our leadership in connected lighting and the Internet of Things, we're breaking new ground in data analytics, AI, and smart solutions for homes, offices, cities, and beyond.
At Signify, you can shape tomorrow by building on our incredible 125+ year legacy while working toward even bolder sustainability goals. Our culture of continuous learning, creativity, and commitment to diversity and inclusion empowers you to grow your skills and career.
Join us, and together, we’ll transform our industry, making a lasting difference for brighter lives and a better world.
More about the role
Job Summary
Supports and collaborates with the sales team by preparing and managing accurate and timely sales quotations. Coordinates with relevant departments to ensure accurate quote delivery and correct maintenance of customer pricing conditions. Maintains and updates quote databases, systems and supporting documentation.
The role also supports the digitalization and continuous improvement of quotation processes by identifying repetitive activities and developing practical low-code automation solutions using Microsoft 365, Power Automate, Copilot Studio, Excel and related business tools.
Purpose: Offer customers a professional quotation service by working as one team with Sales and contributing to the speed, accuracy and efficiency of sales processes.
The role will also support the progressive automation of quotation activities to reduce manual effort, improve data quality and strengthen process consistency.
Key Areas of Responsibility
- Quotation and Sales Support
- Prepares sales quotes based on customer requests, pricing guidelines and approved commercial policies.
- Coordinates with sales representatives and other departments to obtain the information required for quote preparation.
- Ensures accuracy, completeness and compliance of quotations with company policies and customer requirements.
- Maintains and updates quote-tracking systems and supporting documentation for proper record-keeping.
- Communicates with customers and internal stakeholders to clarify quote details and resolve discrepancies.
- Develops standard reports and commercial analyses related to quotations to support sales performance management.
- Provides timely and efficient quote-related support to the sales organization.
- Supports the sales organization in developing or validating Deals, Special Price Agreements, Promotion Conditions and Project Quotes, ensuring completeness, accuracy and timely delivery.
- Adheres to the quote, deal, pricing and promotion processes, including the pricing compliance policy.
- Coordinates with Sales and Marketing for the correct maintenance of strategic customer discounts, net prices, Deals, Special Price Agreements, Promotions, Project Quotes and rebates.
- Ensures pricing conditions comply with applicable contracts and approvals.
- Works with Legal to prepare templates for common contracts and approved customized addenda or updates.
- Provides information on signed contracts and commercial agreements.
- Maintains required information in applicable systems such as ICON, CPQ, SAP and SAP Cloud for Customer.
- Supports customer due diligence processes where assigned.
- Maintains effective communication with internal stakeholders to ensure alignment on quotation status and requirements.
- Supports tender management activities, including documentation coordination, compliance checks and cross-functional follow-up.
- Ensures that tender documentation complies with tender requirements and applicable legal requirements.
- Provides training to the sales organization on quotation processes and tools, including process updates and support for new employees.
- Conducts lead qualification activities where applicable.
- Drives continuous improvement initiatives in the quotation process to improve speed, quality and customer satisfaction.
- Digitalization and Process Automation
- Identifies repetitive and manual activities within quotation, pricing, tender and proposal-support processes that are suitable for automation.
- Develops and maintains simple low-code automation solutions using Microsoft Power Automate, Copilot Studio, Excel and Microsoft 365 tools.
- Supports the automation of quotation-related activities such as data extraction, template population, document generation, approval routing, tracking and reporting.
- Converts business rules and process requirements into structured mapping documents, workflow logic and validation rules.
- Works with Proposal Management, Sales, Pricing, Procurement and IT teams to test and implement quotation-process improvements.
- Performs user acceptance testing and validates automated outputs against approved source files, templates and business rules.
- Documents automation logic, user instructions, known limitations, ownership and change history.
- Monitors implemented automations, identifies errors or exceptions and coordinates issue resolution with the appropriate technical support teams.
- Maintains data quality, confidentiality and compliance when using AI and automation tools.
- Supports the responsible use of AI for data extraction, document comparison, content validation and preparation of draft quotation documentation.
- Trains quotation and sales users on approved digital tools and automated processes.
- Escalates complex integrations, APIs, security requirements and advanced development needs to IT or specialist developers.
Critical Experiences
- Bachelor’s degree in Business Administration, Sales, Marketing, Engineering or a related field.
- Degrees in Information Systems, Business Analytics or a related digital discipline may also be considered.
- Minimum two years of experience in sales support, quotation support, pricing, tender support, proposal support or a related commercial function.
- Practical experience in quote preparation, coordination with sales teams and management of commercial data.
- Working knowledge of CRM, CPQ or sales-quoting systems.
- Experience with CPQ Configit, SAP, SAP Cloud for Customer or similar platforms is advantageous.
- Practical experience using Microsoft Excel for data handling, formulas, structured templates, data validation and reporting.
- Demonstrated involvement in process improvement, workflow automation, reporting automation or digitalization initiatives.
- Ability to understand business rules and map data between source files and output templates.
- Ability to test automated outputs and verify their accuracy against source information and approved business rules.
- Ability to document workflow requirements clearly and work effectively with business and technical stakeholders.
- Formal automation certification is not mandatory, but practical exposure to Microsoft Power Automate, Copilot Studio or similar low-code tools is strongly preferred.
Everything we’ll do for you
You can grow a lasting career here. We’ll encourage you, support you, and challenge you. We’ll help you learn and progress in a way that’s right for you, with coaching and mentoring along the way. We’ll listen to you too, because we see and value every one of our 27,000+ people. We believe that a diverse and inclusive workplace fosters creativity, innovation, and a full spectrum of bright ideas. With a global workforce present in 70+ countries, we are dedicated to creating an inclusive environment where every voice is heard and valued, helping us all achieve more together.
Come join us, and together we can light up the future.