Job Description

Department Approval Representative Government Projects

Company: Coxwell Industries
Department: Government Projects / Specification Approvals
Location: Territory-based field role
Reporting To: Regional Team Lead / Head Government Projects
Employment Type: Full-time

Role Purpose

The Department Approval Representative will be responsible for obtaining formal acceptance of Coxwell products as approved or equivalent specifications in government, infrastructure, institutional, and public-sector projects.

Many tenders specify a particular competitor brand, system, or product standard. The representatives role is to engage the relevant approving authority, consultant, contractor, and project stakeholders; submit the required technical documentation and samples; and secure written approval for Coxwell before the tender or procurement decision closes.

This is a field-intensive specification approval role. It requires strong follow-up, technical communication, stakeholder management, documentation discipline, and accurate use of Coxwell’s Department Approval Tracker in Zoho CRM.

Key Responsibilities

1. Tender and Approval Pursuit

- Take ownership of Priority A and B Department Approval Tracker records assigned through Zoho CRM.
- Review the tender information, competitor specification, BOQ requirements, authority details, risk flags, and submission deadlines.
- Establish an approval strategy and set a realistic internal target deadline for every assigned pursuit.
- Prioritize opportunities based on tender closing date, project value, approval complexity, and likelihood of conversion.
- Close irrelevant or no-longer-actionable pursuits promptly with the correct reason.

2. Stakeholder Identification and Engagement

- Identify the actual technical and commercial decision-makers for each project.
- Build working relationships with government departments, architects, consultants, project management consultants, contractors, distributors, and procurement teams.
- Correct and update authority contact information in Zoho based on firsthand field intelligence.
- Use direct outreach, distributor networks, departmental visits, project-site visits, telephone calls, and professional references to reach the relevant authority.
- Schedule and conduct meetings with stakeholders responsible for specification acceptance.

3. Technical Presentation and Approval

- Understand the competitor product or system named in the tender and the technical basis of the specification.
- Present Coxwell products as technically compliant and commercially viable equivalents.
- Explain Coxwell’s product performance, certifications, application suitability, installation system, warranties, and previous project credentials.
- Coordinate with Coxwell’s technical, design, testing, and production teams to prepare:
- Technical datasheets
- Product comparison statements
- Test certificates
- Compliance documents




- Samples and mock-ups
- Drawings and installation details
- Method statements and technical clarifications

- Submit physical samples and supporting documents to the approving authority.
- Address technical objections and coordinate responses until the authority’s requirements are satisfied.
- Secure a formal approval letter, approved-make inclusion, equivalent-product acceptance, or other documented evidence of approval.

4. Follow-Up and Closure

- Maintain structured follow-up after meetings and sample submissions.
- Record additional information requested by the authority and ensure it is provided within the required timeline.
- Track pending decisions, technical clarifications, committee reviews, and approval-letter issuance.
- Escalate stalled, high-value, or time-sensitive approvals to the Team Lead.
- Mark a pursuit as approved only after the required approval documentation has been obtained and uploaded.
- Mark unsuccessful pursuits as Closed Lost with accurate and defensible reasons.

5. CRM and Process Discipline

- Update every assigned pursuit through the defined DAT stages:
- Not Initialized
- Initialized
- Meeting Scheduled
- Meeting Done
- Sample Submitted
- Follow Up
- DAT Approved
- Closed Lost

- Maintain complete and accurate meeting logs, contact details, submission dates, follow-up notes, and approval records.
- Upload approval letters and supporting evidence in Zoho CRM.
- Ensure no assigned DAT record remains stale or inaccurately open.
- Follow the defined stage sequence and mandatory-field requirements.
- Work closely with the CRM administrator to correct tender assignments, contact information, or source-data issues.

6. Commercial Handover

- Understand that departmental approval does not mean the project or order has been won.
- After approval, coordinate with the relevant sales representative, distributor, contractor, and Team Lead to progress the automatically created Deal.
- Share approval conditions, stakeholder intelligence, project timelines, competitor position, distributor involvement, and expected order value.
- Support the commercial team until the opportunity is converted, lost, or formally reassigned.

Key Performance Indicators

Performance will be evaluated on:

- Number of DAT pursuits initialized within the required timeline.
- Meetings scheduled and completed with relevant approving stakeholders.
- Samples and technical submissions completed before internal deadlines.
- Number and value of formal departmental approvals obtained.




- Approval conversion rate from initialized DAT records.
- Average time taken from initialization to approval.
- Percentage of assigned DAT records updated accurately and on time.
- Number of stale or overdue DAT records.
- Quality and completeness of meeting logs and contact data.
- Accuracy of Closed Lost reasons.
- Value of approved opportunities handed over to the commercial pipeline.
- Ultimate order conversion from DAT-approved opportunities, as a shared commercial metric.

Required Experience

- 2–6 years of experience in one or more of the following:
- Government project sales
- Specification sales
- Building-material sales
- Infrastructure or institutional project sales
- Government liaison or departmental coordination
- Technical business development
- Consultant, architect, or contractor engagement

- Experience working with government departments, PSUs, CPWD, PWD, railways, airports, metro projects, public institutions, or large EPC contractors is preferred.
- Experience with roofing, faade, glazing, polycarbonate, aluminium systems, construction chemicals, insulation, building envelopes, or related products will be an advantage.
- Experience managing technical approvals, vendor registrations, approved-make lists, sample approvals, or equivalent-product submissions is strongly preferred.

Skills and Competencies

- Strong persistence and follow-up discipline.
- Ability to navigate government and institutional decision-making structures.
- Confidence in meeting engineers, consultants, department officials, and contractors.
- Ability to understand and explain technical product information.
- Strong written documentation and meeting-note skills.
- Comfortable using CRM systems and maintaining structured activity records.
- Ability to independently plan field visits and manage multiple approval pursuits.
- Strong relationship-building and stakeholder-mapping ability.
- Positive judgement regarding when to continue, escalate, or close a pursuit.
- Ability to work ethically and professionally in government-facing environments.
- Working knowledge of Microsoft Office, email, PDF documentation, and CRM software.
- Fluency in English, Hindi, and the relevant regional language is preferred.

Educational Qualification

- Diploma or bachelor’s degree in civil engineering, mechanical engineering, architecture, construction management, business administration, or a related discipline.
- Candidates with strong relevant field experience may be considered even without an engineering degree.

Travel Requirements

- This is a field-oriented role requiring frequent travel within the assigned territory.
- The representative must be willing to visit government offices, consultant offices, project sites, contractor offices, distributor locations, and other approving stakeholders.
- Occasional intercity or interstate travel may be required depending on project allocation.

📌 Specification Engineer (Delhi)
🏢 Coxwell Global
📍 Delhi