Pre sales Coordinator

Job Description – Pre- Sales Coordination

Position Title

Pre -Sales Coordination

Department

Sales & Marketing

Reporting To: Commercial Head

Job Summary

The Sales Coordination & Back Office Executive is responsible for supporting the Sales and Marketing team by managing customer inquiries, quotations, order processing, sales reporting, payment follow-ups, interdepartmental coordination, documentation, and overall back-office operations. The role acts as a central point of communication between customers, sales personnel, management, accounts, commercial, service, technical, and spare parts departments to ensure smooth business operations and customer satisfaction.

Key Responsibilities

Customer Communication & Lead Management

• Handle incoming inquiries through telephone, email, WhatsApp, and other communication channels.
• Respond to general customer queries and direct leads to the concerned sales personnel.
• Create and maintain customer records in Grow Smart software.
• Follow up on quotations, order confirmations, and customer requirements.

Quotation & Order Processing

• Prepare quotations, Proforma Invoices (PI), and related documents based on sales team requirements.
• Process customer orders and coordinate with the commercial department for invoicing and dispatch.
• Ensure collection of required documents such as signed PI, GST certificates, shipping confirmations, and other compliance documents.
• Coordinate dispatch approvals and monitor order execution.

Interdepartmental Coordination

• Coordinate with:
• Commercial Department for order status, invoicing, and dispatch schedules.
• Accounts Department for payment updates, outstanding balances, ledger statements, and commission processing.
• Service Department for pre-installation sheets and machine installation updates.
• Spare Parts Department for customer spare requirements.
• Technical Department for technical clarifications and customer support requirements.

Sales Team Support & Monitoring

• Maintain daily and weekly visit reports of sales personnel.
• Monitor sales personnel activities through designated applications and reporting tools.
• Verify and scrutinize monthly sales expense claims before submission to Accounts.
• Coordinate monthly sales meetings and management review meetings.

Reporting & MIS

Prepare and maintain various business reports including:

• Sales Forecast Reports
• Sales Visit Reports
• Payment Reports (New Orders, Outstanding Payments, Booked Orders)
• Monthly Turnover Reports for Individual Sales Personnel
• Quotation Item Reports
• Sales Performance Reports
• Management Information Reports (MIS)
• Any additional reports requested by Management

Payment & Commercial Follow-ups

• Follow up with customers regarding:
• Order confirmations
• Advance payments
• Balance payments
• Overdue payments
• Coordinate overdue payment review meetings with CFO and management.
• Assist in commission processing and payment-related documentation.

Administrative & Office Operations

• Manage complete back-office operations, filing, and documentation.
• Maintain organized records of quotations, orders, payments, and customer communications.
• Coordinate customer visits to the factory and arrange meetings with management and concerned departments.
• Support EPCG-related communications and documentation.

Marketing & Communication Support

• Coordinate WoodNews magazine activities.
• Coordinate digital marketing and social media activities with external agencies.
• Support marketing campaigns and promotional initiatives as required.

Meetings & Reviews

• Participate in management review meetings every 10 days regarding:
• New orders
• Open orders
• Payment status
• Operational challenges and improvements
• Organize and coordinate monthly Zoom meetings between Management and Sales Teams.

Required Qualifications

• Bachelor's Degree in Business Administration, Commerce, Marketing, or related field.
• 3–8 years of experience in Sales Coordination, Sales Administration, Customer Support, or Back Office Operations.
• Experience in manufacturing, industrial machinery, engineering, or related industries preferred.

Required Skills

• Strong communication and interpersonal skills.
• Excellent coordination and follow-up abilities.
• Proficiency in MS Excel, Word, PowerPoint, and ERP/CRM software.
• Report generation and MIS preparation skills.
• Strong organizational and documentation management skills.
• Ability to manage multiple tasks and departments simultaneously.
• Attention to detail and problem-solving skills.
• Knowledge of commercial documentation and payment follow-up processes.

Key Performance Indicators (KPIs)

• Timely quotation preparation and order processing.
• Customer response and follow-up effectiveness.
• Accuracy of reports and documentation.
• Outstanding payment follow-up success rate.
• Coordination efficiency between departments.
• Sales team support effectiveness.
• Compliance with reporting timelines and management requirements.

Location

https://maps.google.com/maps?vet=10CAAQoqAOahcKEwio-fXZg_yUAxUAAAAAHQAAAAAQCA..i&pvq=Cg0vZy8xMWI3NmtyM2ZyIioKJHdvb2R0ZWNoIGNvbnN1bHRhbnRzIHByaXZhdGUgbGltaXRlZBACGAM&lqi=CiR3b29kdGVjaCBjb25zdWx0YW50cyBwcml2YXRlIGxpbWl0ZWRIt5vu6JyqgIAIWjYQABABEAIQAxgAGAEYAhgDIiR3b29kdGVjaCBjb25zdWx0YW50cyBwcml2YXRlIGxpbWl0ZWSSAQxtYW51ZmFjdHVyZXI&fvr=1&cs=0&um=1&ie=UTF-8&fb=1&gl=in&sa=X&ftid=0x3bae3c5e06b295d5:0xfd753c897c3327f1

Employment Type

Full-Time