Sales Coordinator

1. Role Purpose

The Sales Coordinator plays a critical support role in ensuring smooth sales operations by handling quotations, documentation, follow-ups, and internal coordination. This role ensures that customers receive timely responses, orders move efficiently through the system, and accurate MIS is maintained for decision-making.

2. Key Responsibilities

Sales Documentation & Communication

• Prepare and send Quotations, Proforma Invoices, and required documentation to clients and prospects.
• Maintain accuracy and alignment with approved pricing and terms.

Order Coordination

• Coordinate with the Operations Team to ensure timely production and dispatch of orders.
• Track order status and communicate updates to the sales team and clients.

Payment Follow-ups

• Follow up with the Sales Team and directly with clients for pending payments.
• Assist in resolving invoice-related queries through proper communication.

Data Management & MIS

• Maintain and update the Sales MIS, including leads, orders, collections, targets, and performance dashboards.
• Ensure real-time accuracy of CRM/ERP or internal tracking systems.

General Duties

• Support the Sales Department in administrative tasks and coordination work.
• Perform any other tasks assigned by the Company from time to time.

3. The competencies required for this role are defined below, covering visible and deeper behavioral attributes.

A. Skills

1. Communication Skills

• Clear written & verbal communication.
• Ability to communicate professionally with clients & internal teams.

2. Coordination & Follow-up Skills

• Strong ability to track status, send reminders, and close loops.

3. Computer & System Proficiency

• MS Excel, Word, Email drafting.
• Experience with CRM / ERP preferred.
• Ability to manage MIS & sales data.

4. Time Management & Multi-Tasking

• Handles multiple orders, queries, and tasks simultaneously.
• Prioritizes effectively.

5. Documentation Accuracy

• High attention to detail to avoid errors in quotations & invoices.

B. Knowledge

1. Basic Sales Process Knowledge

• Understanding of quotation order dispatch payment cycle.

2. Product Knowledge

• Basic understanding of the companys products (rollers, sheetfed, OEM, recoating, etc.).
• Ability to learn quickly and speak confidently with clients.

3. Operational Flow

• Knowledge of how orders move through the company: production QC dispatch.

4. Payment Terms & Commercial Knowledge

• Basic understanding of credit terms, invoicing, and GST.

C. Other Potential Requirements

• Sees themselves as a support pillar to the sales function.
• Takes pride in being organized, reliable, and thorough.
• Identifies as a team player contributing to smooth operations.
• Detail-oriented: Ensures accuracy in documentation and MIS.
• Proactive: Anticipates follow-ups and does not wait for reminders.
• Disciplined: Maintains routine reporting and time-bound tasks.
• Calm under pressure: Handles multiple demands without panic.
• Customer-centric: Maintains professionalism with clients.
• Integrity: Handles financial and confidential information responsibly.
• Achievement-driven: Motivated by closing loops, completing tasks, and meeting timelines.
• Structure-oriented: Enjoys routine, organized processes, and clear workflows.
• Service orientation: Gains satisfaction from supporting teams and ensuring customer satisfaction.
• Continuous learning: Seeks to improve systems, learn products, and enhance efficiency.

4. Qualifications & Experience

• Graduate in any discipline (B.Com / BBA preferred).
• 1 - 4 years of experience in sales coordination, back-office, or admin support.
• Experience in manufacturing/industrial/B2B environment is an advantage.
• Freshers with strong communication & follow-up skills may also be considered.

5. Working Conditions & Other Requirements

• Must be comfortable with documentation.
• May need to coordinate with customers through calls and email.
• Ability to work cross-functionally with Sales, Operations, Accounts, and Dispatch teams.