The Sales Coordinator will act as a vital link between the Sales team, customers, and internal departments (Planning, Logistics, QA). The primary objective is to ensure smooth processing of export orders from quotation to final delivery, ensuring accurate documentation, timely dispatch, and effective resolution of customer queries.
Key Responsibilities
1. Quotation & Pre-Sales Management
Quote Preparation:
Prepare accurate quotations and submit them to customers in a timely manner.
Documentation Support:
Arrange necessary packing lists, drawings, and technical details to be sent to the customer along with quotations.
Reporting:
Prepare and submit a
Weekly Open Quotation Report
to the Sales Person/Manager.
Follow-ups:
Actively follow up with customers for orders against submitted quotations.
Track and follow up on open quotations to ensure closure.
2. Order Processing (New & Repeat Orders)
Order Verification:
Against Quotation:
Verify received orders against the original quotation (checking price, quantity, and terms). Inform the Sales Person immediately of any discrepancies.
Repeat/Price List Orders:
Cross-check orders against previous prices or standard price lists.
Order Entry & Terms:
Ensure all terms and conditions are clear before releasing the order. Note: Order terms should not be changed once added.*
Proforma Invoice (PI):
Generate and send the Order Confirmation (OC) or Proforma Invoice (PI) to the customer.
Payment Coordination:
Arrange the PI for advance payments where applicable.
Approvals:
Ensure the Packing List and Order details are "frozen" and approved by the customer before proceeding to production/dispatch.
3. Sample Management
Generation:
Generate sample orders as requested.
Coordination:
Follow up internally for dispatch dates and packing lists.
Arrange dispatch and generate tracking numbers immediately once dispatched.
Tracking:
Monitor the status of submitted samples and confirm receipt once the cargo is delivered.
4. Logistics, Planning & Documentation
Production Coordination:
After Sales Order (SO) generation, obtain delivery dates from the Planning department.
Track delivery dates daily and update the system/stakeholders if changes occur before goods leave the factory.
Post-Dispatch Documentation:
Obtain draft documents within
2 days
of dispatch.
Approve draft documents within
1 day
.
Ensure final shipping documents are received within
1 week
.
Send final documents to the customer via Email or DHL/Courier.
Shipment Tracking:
Track the Estimated Time of Arrival (ETA) using the Bill of Lading (BL) details and keep the customer informed.
Agent Coordination:
Liaise with freight forwarders/agents for booking and documentation.
5. Customer Support & Complaint Handling
Complaint Registration:
Register customer complaints immediately upon receipt and forward them to the Quality Assurance (QA) department.
Resolution Process:
Arrange for the
8D Report
(problem-solving report) from QA.
If a replacement is required, prepare the Sales Order (SO) for the replacement material.
Replacement Tracking:
Follow up on the replacement dispatch date.
Track the replacement material AWB/tracking number until delivery is confirmed.
Key Skills & Competencies
Strong attention to detail (crucial for verifying prices, quantities, and terms).
Knowledge of Export Documentation (PI, Packing Lists, BL, etc.).
Excellent communication skills for coordinating between customers and internal teams.
Proficiency in Excel (for reporting) and SAP/ERP systems.
Regards,
Mayuri
9136802431
Job Type: Full-time
Pay: ₹3,000,000.00 - ₹6,000,000.00 per year
Work Location: In person
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