Administration Coordinator

Department: Sales & Operations
Industry: Nutraceutical / Infant Nutrition
Reporting To: Sales Head / Management
Organization: HEC-QUEST Nutrisciences

Key Role

The Back Office Coordinator will be responsible for coordinating between Management, Sales Managers, Nutrition Officers (NOs), Sales Executives (SEs), distributors, and warehouse teams. The role will ensure accurate reporting, smooth communication, proper documentation, order coordination, and timely follow-up of day-to-day sales operations.

Key Responsibilities

1. Sales & Field Team Coordination
• Coordinate daily with Managers, TSEs, SEs and NOs.
• Collect daily/weekly/monthly reports within prescribed timelines.
• Follow up on pending reports and communicate delays to management.
• Maintain territory-wise and employee-wise reporting records.
2. Sales Reporting & MIS
• Prepare and maintain Primary Sales, Secondary Sales and Closing Stock reports.
• Prepare territory-wise, distributor-wise and product-wise sales summaries.
• Track Target vs Achievement and highlight shortfalls.
• Maintain Excel/MIS databases accurately and provide management reports as required.
3. Survey Data Management
• Collect and maintain Nursing Home Availability Surveys, Prescription Surveys and Competitor Surveys.
• Verify whether all territories have submitted the required data.
• Organize raw survey files territory-wise and date-wise.
• Identify missing/incomplete reports and follow up with responsible employees.
4. Distributor & Order Coordination
• Coordinate with distributors regarding orders, stock availability, billing and dispatch.
• Maintain distributor-wise order and stock records.
• Follow up on pending orders and communicate dispatch status to the field team.
• Coordinate with warehouse/logistics personnel for smooth supply.
5. Stock Monitoring
• Monitor product-wise stock at distributor and warehouse levels.
• Highlight low stock, excess stock, near-expiry stock and unusual stock accumulation to management.
• Maintain batch/expiry information wherever required.
• Assist management in maintaining appropriate stock levels.
6. Documentation & Administration
• Maintain proper digital and physical records of sales reports, invoices, orders, surveys, employee communications and other official documents.
• Draft routine official emails, letters, notices and internal communications as instructed.
• Maintain confidentiality of company information and business data.
7. Daily Follow-up
• Maintain a pending-task tracker.
• Follow up with responsible employees until required information is received.
• Escalate repeated delays, discrepancies or non-submission to the concerned Manager/Management.
• Ensure important instructions issued by management are properly communicated to the concerned team.
8. Data Accuracy & Confidentiality
• Cross-check submitted reports for obvious errors or missing information.
• Ensure data is entered accurately without unauthorized alteration.
• Maintain strict confidentiality regarding sales figures, pricing, distributor information, employee information and company strategy.

Key Skills Required

MS Excel • Email & Documentation • MIS Reporting • Data Management • Sales Coordination • Communication Skills • Follow-up Skills • Inventory Tracking • Time Management • Attention to Detail

Key Performance Indicators (KPI)

Performance may be evaluated on timely report collection, MIS accuracy, order coordination, reduction in pending reports, stock-report accuracy, response time, documentation quality and overall coordination efficiency.