Office Coordinator

Job Summary:

We are looking for a proactive and organized Office Coordinator to support the day-to-day operations of our biomedical equipment sales and service department. The candidate will coordinate with clients, service engineers, sales teams, vendors, and internal departments to ensure smooth office operations and timely customer support.

Key Responsibilities

Office Administration:

• Coordinate daily office activities and maintain smooth workflow.
• Handle incoming calls, emails, courier, and customer inquiries.
• Maintain office records, files, and documentation systematically.
• Prepare reports, quotations, invoices, and service-related documents.

Sales Coordination

• Coordinate with the sales team regarding quotations, purchase orders, and customer follow-ups.
• Prepare and maintain sales reports, customer databases, and order tracking.
• Assist in tender documentation and submission processes.
• Coordinate dispatch and delivery schedules with logistics teams.
• Follow up with customers for approvals, payments, and feedback.

Service Coordination

• Schedule preventive maintenance and breakdown service visits.
• Coordinate with service engineers for field assignments and updates.
• Maintain service call records, AMC/CMC details, and complaint tracking.
• Ensure timely closure of service requests and customer communication.
• Coordinate spare parts availability with stores and procurement teams.

Customer Support

• Maintain professional communication with hospitals, clinics, and customers.
• Address customer concerns and escalate issues when necessary.
• Ensure high customer satisfaction through prompt coordination and support.

Documentation & Compliance

• Maintain accurate records of service reports, contracts, and equipment details.
• Ensure proper documentation for audits and internal processes.
• Update ERP/CRM/Zoho systems regularly.

Preferred Qualifications

• Any Graduate / Diploma
• 0–2 years experience preferred
• Freshers can also apply
• Required SkillsGood communication and coordination skills
• Basic knowledge of MS Office, Excel, and email handling
• Ability to multitask and manage schedules
• Problem-solving and follow-up skills
• Team coordination and customer handling ability