Sales Administration & Customer Operations Executive

Sales Administration & Customer Operations Executive

This role is critical in ensuring seamless execution, strong cash flow discipline, and an excellent customer experience.

Role Summary

We are looking for a highly organized and execution-focused professional who will manage post-sales coordination, customer operations, and payment tracking.

This role will act as the central link between Sales, Customers, Technical, and Operations teams, ensuring smooth project execution, timely collections, and excellent customer experience.

 Key Responsibilities

1. Sales Administration (Post-Sales Support)

• Support sales team after order confirmation
• Ensure all required customer documentation is complete
• Approvals are received from all the stakeholders

2. Coordination with Technical & Operations

• Coordinate with:
• Technical team → design approvals, installation & execution
• Track:
• Project timelines
• Delays and escalations

Ensure no project gets stuck

3. Project Flow Tracking

Maintain and track each project stage:

• Order → Design → Installation → Commissioning
• Ensure:
• Timely movement across stages
• Regular updates to customers

4. Payment Tracking & Collection Coordination

• Track customer payment milestones as per sales agreement terms
• Ensure timely collection of payments before/at each project stage
• Coordinate with:
• Sales team → for follow-ups
• Accounts team → for payment confirmation
• Maintain record of:
• Due payments
• Received payments
• Pending collections
• Proactively follow up with customers for:
• Upcoming dues
• Overdue payments

Ensure no delay in cash flow impacting project execution

5 Customer Handling

• Act as single point of contact for existing customers
• Handle:
• Queries
• Complaints
• Service requests
• Ensure:
• Proper tracking of all requests
• Timely resolution with internal teams

 6. MIS & Reporting

• Maintain trackers for:
• Ongoing projects
• Pending installations
• Customer complaints
• Payment status
• Share reports on:
• Project status
• Delays
• Collections

7. Customer Experience & Retention

• Ensure smooth communication with customers
• Follow up for:
• Issue resolution
• Installation completion satisfaction
• Identify opportunities for:
• Referrals
• Repeat business (AMC, upgrades)

Key KPIs

• Project completion TAT
• Customer complaint resolution time
• Number of delayed/stuck projects
• Payment collection efficiency (%)
• Overdue payment reduction
• Customer satisfaction level
• Referral generation

Ideal Candidate Profile

• 2–5 years of experience in:
• Sales coordination / operations / customer support
• Strong in:
• Excel / tracking systems
• Good understanding of:
• Payment tracking / collections
• Excellent communication & coordination skills
• Strong follow-up and problem-solving mindset

 What We Are Looking For

• High ownership & accountability
• Strong follow-up discipline (especially for payments)
• Process-oriented mindset
• Ability to manage multiple stakeholders