Backend and Purchase Executive

Job Summary

The Backend Coordination, Material Dispatch, Inside Sales & Purchase Executive will be responsible for coordinating customer orders, vendor communication, procurement activities, dispatch planning, documentation, and providing inside sales support to ensure smooth business operations. The role requires excellent coordination, negotiation, and communication skills along with strong attention to detail.

Key Responsibilities (KRAs)

1. Backend Coordination

• Coordinate with Sales, Operations, Accounts, Logistics, and Warehouse teams for seamless order execution.
• Maintain order status and ensure timely processing of customer requirements.
• Follow up with internal stakeholders and vendors for timely completion of activities.
• Maintain MIS reports and daily operational records.
• Ensure proper documentation and filing of all transactions.

2. Material Dispatch & Logistics Coordination

• Plan and coordinate dispatch schedules based on customer delivery commitments.
• Coordinate with transporters and logistics partners for timely vehicle placement.
• Prepare dispatch-related documents such as Delivery Challans, E-way Bills, Invoices, Packing Lists, LR copies, etc.
• Track shipments and provide dispatch updates to customers and internal teams.
• Resolve dispatch-related issues and coordinate for timely deliveries.

3. Purchase & Vendor Management

• Raise Purchase Orders (POs) based on approved requirements.
• Obtain quotations from vendors and compare prices, quality, and delivery timelines.
• Negotiate commercial terms with suppliers.
• Develop and maintain vendor relationships.
• Monitor purchase orders until material receipt.
• Maintain procurement records and vendor databases.

4. Inside Sales Support

• Respond to customer enquiries through phone, email, and online channels.
• Prepare quotations and commercial proposals.
• Follow up with prospective customers for order conversion.
• Coordinate with the sales team regarding order status and customer requirements.
• Maintain CRM and customer database.
• Generate repeat business through regular customer follow-ups.

5. Documentation & MIS

• Prepare daily, weekly, and monthly operational reports.
• Maintain inventory and dispatch records.
• Ensure accuracy of purchase, sales, and dispatch documentation.
• Support management with analytical reports and business data.

Required Skills

• Strong communication and coordination skills.
• Vendor negotiation and procurement knowledge.
• Knowledge of dispatch documentation and logistics processes.
• Good understanding of purchase and supply chain operations.
• Customer handling and inside sales skills.
• Strong analytical and problem-solving ability.
• Excellent follow-up and multitasking skills.
• Proficiency in MS Excel, Word, Outlook, ERP/CRM systems.