Administrative And Sales Cordinator

JOB DESCRIPTION

Designation: Administrative & Sales Coordinator

Department: Administration & Sales Coordination

Company: Qliqcare LLP – INURSE Home Healthcare

Salary: 22000–30000 per month

Additional Benefits: Performance-based incentives and festive bonus, subject to company policy

Reporting To: Administrative Head / Operations Lead and Sales Head, as assigned

Job Location: Bangalore, HO

Employment Type: Full-time

1. Job Purpose

The Administrative & Sales Coordinator will be responsible for managing general administrative activities while coordinating and converting qualified sales leads received from the Sales Head. The role involves understanding client requirements, identifying suitable healthcare staff profiles, coordinating with the Recruitment Executive and procurement/vendor team, following up with clients, and converting positive leads into confirmed deployments. The candidate will act as a bridge between Sales, Administration, Recruitment, Operations and Accounts to ensure timely service delivery, proper documentation, effective follow ups, client satisfaction and business growth. The position requires strong communication skills, coordination ability, commercial awareness, follow-up discipline and a results-oriented approach.

2. Key Responsibilities

A. Sales Coordination & Lead Conversion

1. Receive positive and qualified leads handed over by the Sales Head.

2. Review the lead details, including client name, location, service requirement, patient condition, budget, expected joining date and other relevant information.

3. Contact clients promptly to reconfirm their requirements and understand their expectations.

4. Explain the relevant INURSE services, service categories, deployment process, pricing and applicable terms.

5. Maintain regular communication with prospective clients through calls, WhatsApp and other approved channels.

6. Coordinate profile identification and resource availability based on the client's specific requirements.

7. Present suitable candidate profiles to clients after the required screening and verification.

8. Follow up with clients regarding profile selection, service quotations, commercial discussions and deployment confirmation.

9. Handle client queries and objections professionally and coordinate with the Sales Head whenever pricing approval, special commercial terms or management intervention is required.

10. Convert qualified leads into confirmed service bookings and successful deployments.

11. Follow up on pending leads until they are converted, placed on hold or closed with a properly recorded reason.

12. Maintain an updated lead pipeline and ensure that no positive lead is neglected.

13. Coordinate with the Accounts team regarding advance payments, registration fees, invoices, collections and payment confirmation.

14. Identify opportunities for additional services, service upgrades and suitable cross-selling to existing clients, subject to client needs and approved pricing.

15. Collect client feedback, testimonials and reviews after successful deployment and during ongoing service.

B. Profile Identification & Resource Coordination

1. Understand the client's requirements before initiating profile identification.

2. Identify suitable Caretaker, Semi-Nurse, Nurse, Senior Nurse or other relevant healthcare staff profiles.

3. Coordinate with the Recruitment Executive to source and shortlist suitable in-house candidates.

4. Take support from the procurement/vendor coordination team when additional profiles or external manpower resources are required.

5. Prioritise suitable in-house staff in accordance with company policy, while using approved vendors when required.

6. Compare profiles based on qualifications, experience, patient-care skills, availability, location, salary expectations and client suitability.

7. Ensure that candidate profiles are shared with clients only after the required screening and verification.

8. Coordinate interviews, client discussions, candidate availability and final selection.

9. Follow up on profile-sharing timelines and escalate delays or resource shortages to the concerned team.

10. Coordinate candidate confirmation, joining readiness, documentation and deployment arrangements.

11. Maintain records of profiles requested, profiles shared, profiles shortlisted, profiles rejected and final deployment status.

12. Coordinate replacement requirements and identify suitable alternative profiles when necessary.

Important: The Recruitment Executive and procurement/vendor team are supporting functions. The Administrative & Sales Coordinator is responsible for coordinating resources and progressing the case, not independently replacing the recruitment or procurement functions.

C. General Administration Responsibilities

1. Handle day-to-day administrative activities assigned by the Administrative Head or Operations Lead.

2. Maintain accurate records of client enquiries, service cases, staff details, deployments, replacements and closures.

3. Ensure that all relevant client and case information is entered and updated in the designated CRM, PAT and other approved reporting systems.

4. Coordinate case handovers between Sales, Administration, Recruitment, Operations and Accounts.

5. Track active, pending, running, closed and replacement cases and update the appropriate status.

6. Coordinate client documentation, service agreements, quotations, payment confirmation and deployment-related records.

7. Follow up on pending documents, approvals and other administrative requirements.

8. Support staff attendance tracking, duty coordination, replacement arrangements and relevant employee records, as assigned.

9. Coordinate client complaints, service issues and escalations with the appropriate department.

10. Support client feedback collection, review management and service-quality monitoring.

11. Coordinate scheduled client audits, staff verification and service follow-ups as assigned.

12. Maintain proper records of administrative expenses, petty cash documents, receipts and other supporting documents wherever assigned.

13. Assist with daily MIS preparation and ensure that reports are complete, accurate and submitted on time.

14. Follow company SOPs and ensure that records are maintained without unnecessary delays or discrepancies.

15. Perform other relevant administrative and operational coordination duties assigned by management.

D. Client Relationship & Service Coordination

1. Maintain professional communication with prospective and existing clients.

2. Ensure that client requirements are understood correctly and communicated to the appropriate internal team.

3. Provide timely updates regarding profile availability, selection, payment requirements and deployment progress.

4. Follow up after deployment to understand client satisfaction and identify any immediate service concerns.

5. Coordinate replacement requests, complaints, service continuity and escalation resolution.

6. Support client retention, renewals and additional service requirements.

7. Ensure that commitments made to clients are consistent with approved company policies and actual service availability.

Maintain confidentiality of patient information, client records and candidate documents.

E. CRM, PAT & MIS Reporting

Register and update every assigned lead in the designated CRM and PAT systems.

Record the source of the lead, client requirement, service category, location, budget, lead stage, next action and expected closure date.

Maintain accurate records of daily follow-ups and client communication.

Update profile identification, profile-sharing, client-selection, payment and deployment progress.

Maintain separate visibility of positive leads, pending leads, converted leads, lost leads and leads awaiting resources.

Submit daily reports covering:

Leads received from the Sales Head.

Clients contacted and requirements reconfirmed.

Profiles requested, identified and shared.

Client responses and follow-up status.

Quotations and commercial discussions pending.

Confirmed conversions and deployments.

Pending payments and documentation.

Resource shortages and vendor support required.

Cases lost, delayed or escalated, with reasons.

Ensure that management can access accurate case status and follow-up information whenever required.

3. Lead Handling & Conversion Workflow

The employee must follow the below process for every assigned positive lead:

Stage 1 – Lead Handover: Receive the lead from the Sales Head and verify the available information.

Stage 2 – Requirement Confirmation: Contact the client and confirm the patient-care requirement, location, service type, budget and expected joining date.

Stage 3 – Profile Identification: Coordinate with Recruitment and the procurement/vendor team to identify suitable resources.

Stage 4 – Profile Sharing: Share appropriate screened profiles and coordinate client interviews or discussions.

Stage 5 – Commercial Confirmation: Follow up on the quotation, pricing, service terms and required approvals.

Stage 6 – Conversion & Payment: Obtain client confirmation and coordinate the applicable advance payment or other required payment formalities with Accounts.

Stage 7 – Deployment: Coordinate final staff selection, documentation, joining readiness and deployment.

Stage 8 – Post-Deployment Follow-Up: Confirm service commencement, collect feedback and coordinate any concerns or replacement requirements.

Stage 9 – CRM/PAT Closure or Continuation: Update the case status accurately. Cases that do not convert must be marked appropriately, with reasons and follow-up records.

4. Performance Expectations & KPIs

Performance will be assessed on both administrative accuracy and sales-conversion effectiveness.

Performance Area

Measurement

Lead response

Timely contact and follow-up on assigned positive leads

Requirement understanding

Accuracy and completeness of client requirements

Profile identification

Speed and suitability of profiles coordinated

Profile-sharing TAT

Target profile coordination within 2 hours of receiving a complete requirement, wherever feasible and subject to resource availability

Lead conversion

Number and percentage of assigned positive leads converted

Deployment

Confirmed and successfully completed deployments

In-house priority

Appropriate utilisation of available in-house staff

CRM/PAT/ SLA accuracy

Complete, timely and accurate updates

Client communication

Professional communication and timely updates

Administration

Completion of assigned administrative activities within deadlines

Collections coordination

Timely payment follow up and coordination with Accounts

Client satisfaction

Feedback, complaint coordination and service follow-up

Reporting

Accurate daily reports and timely escalation of pending matters

Specific numerical targets will be established by management based on lead volume, available staff profiles, location, service category and operational capacity. Performance should be reviewed monthly.

5. Required Skills & Qualifications

Graduate preferred; candidates with relevant healthcare administration, sales coordination or operations experience may also be considered.

Experience in healthcare, home healthcare, hospital administration, staffing, recruitment coordination, customer service or sales support is preferred.

Strong communication and interpersonal skills.

Good telephone, WhatsApp and client-handling skills.

Ability to understand customer requirements and coordinate suitable resources.

Strong follow-up, negotiation and problem-solving skills.

Basic understanding of sales conversion, quotations, payments and service deployment.

Working knowledge of Excel/Google Sheets, CRM systems and daily MIS reporting.

Ability to manage multiple cases and prioritise urgent requirements.

Professional behaviour, accountability, confidentiality and willingness to learn.

6. Authority & Coordination Structure

The Administrative & Sales Coordinator will work collaboratively with

Sales Head: Lead handover, client expectations, commercial guidance and conversion support.

Administrative Head / Operations Lead: Administrative priorities, case management, escalations and operational approvals.

Recruitment Executive: Candidate sourcing, screening, recruitment status and in-house staff availability.

Procurement/Vendor Team: Vendor resources, quotations, availability, external staff coordination and replacement support.

Accounts Team: Advance payments, invoices, receipts, collection confirmation and other financial coordination.

Management: Exceptions, pricing approvals, policy clarifications and escalations requiring higher authority.

The employee must not independently approve unapproved discounts, alter service pricing, promise unavailable resources or make commitments outside delegated authority.

7. Professional Standards

The employee is expected to

Follow all INURSE SOPs and reporting requirements.

Maintain accurate and transparent records.

Avoid false commitments to clients or candidates.

Protect confidential patient, client and employee information.

Maintain professional communication with clients, candidates, vendors and colleagues.

Escalate resource shortages, payment delays, complaints and deployment risks promptly.

Take ownership of assigned leads and administrative tasks until a clear handover or closure is recorded.

Work towards client satisfaction, timely deployment, business growth and operational efficiency.

8. Compensation & Benefits

Monthly Salary: 22000–30000, depending on experience, competency, suitability and final management approval.

Additional Benefits

Performance-based incentives according to the approved incentive scheme.

Festive bonus, subject to applicable company policy and eligibility.

Training and professional development opportunities.

Exposure to healthcare operations, sales coordination and client relationship management.

Opportunities for increased responsibility and career progression based on performance and available vacancies.

The applicable salary, incentive conditions and other employment terms will be confirmed in the official offer letter.

9. Career Growth Opportunities

Based on performance, experience, skills and business requirements, the employee may be considered for future roles such as:

Senior Administrative & Sales Coordinator.

Administrative Executive / Operations Coordinator.

Team Lead.

Cluster Lead or Cluster Manager.

Administration or Operations Manager.

Sales Operations or Client Relationship roles.

Career progression will depend on demonstrated performance, leadership ability, eligibility and available positions.

10. Overall Role Objective

The Administrative & Sales Coordinator is expected to ensure that every assigned positive lead receives timely attention, every client requirement is properly understood, suitable staff profiles are coordinated efficiently, and converted cases progress towards successful deployment. At the same time, the employee must maintain strong administrative control, accurate CRM/PAT records, professional client relationships and effective coordination across all concerned departments. The ultimate objective is to improve lead conversion, increase successful deployments, prioritise suitable in-house staff, strengthen client satisfaction and support the overall growth of INURSE Healthcare.