Back Office Executive

Back Office Executive Sales Coordination Role & Responsibilities

1. Quotation Preparation & Sales Support

• Prepare and send quotations to customers for CNC Press Brake Machines, Shearing Machines, Electric Press Brakes, Plate Bending Machines, Hydraulic Presses, and other machinery.
• Coordinate with the sales team to collect technical specifications, pricing, discounts, and delivery details.
• Follow up on quotations and maintain quotation records.
• Prepare proforma invoices, order documents, and other sales-related paperwork as required.

2. Customer Calling & Follow-ups

• Make outbound calls to new and existing customers regarding machine inquiries and quotations.
• Follow up with customers regularly through phone calls, WhatsApp, and email.
• Understand customer requirements and coordinate with the sales team to provide suitable machine solutions.
• Track customer responses, purchase intentions, and future requirements.
• Schedule customer meetings, factory visits, and online discussions for the sales team.

3. Lead Management & Google Sheets

• Maintain and update customer databases, sales leads, and inquiry records in Google Sheets.
• Record customer details, contact numbers, machine requirements, quotation numbers, lead status, and next follow-up dates.
• Track daily follow-ups, overdue leads, pending quotations, hot leads, and converted or lost leads.
• Ensure all inquiries are assigned to the appropriate salesperson and followed up on time.
• Avoid duplicate entries and maintain accurate, up-to-date lead records.
• Prepare daily, weekly, and monthly sales reports for management.

4. Sales Coordination

• Coordinate with field sales executives, the sales manager, and the back-office team.
• Share customer inquiries, quotations, updates, and follow-up details with the concerned salesperson.
• Collect feedback from the sales team after customer meetings and update the lead management sheet.
• Monitor pending customer responses and remind sales executives about upcoming follow-ups.
• Assist the sales team in converting inquiries into confirmed orders.

5. General Back Office & Administrative Work

• Manage sales-related emails, WhatsApp communication, customer documents, and digital records.
• Maintain organized folders for quotations, customer details, purchase orders, and sales documents.
• Prepare routine reports, data-entry records, and internal updates.
• Handle other sales coordination and back-office administrative tasks assigned by management.

Required Skills & Qualifications

• Graduate or 12th pass with relevant experience in back-office operations, sales coordination, or customer support.
• Good communication skills and confidence in making customer calls.
• Working knowledge of MS Excel, Google Sheets, email, and WhatsApp Business.
• Good data-entry accuracy, follow-up skills, and record-keeping abilities.
• Ability to manage multiple inquiries and complete tasks within deadlines.
• Organized, responsible, proactive, and willing to learn industrial machinery products.

Preferred Experience

• 13 years of experience in back-office sales, sales coordination, telecalling, or CRM management.
• Experience in manufacturing, engineering, industrial machinery, or B2B sales will be an advantage.
• Knowledge of quotation preparation, lead tracking, and customer follow-up processes is preferred.

Key Performance Indicators (KPIs)

• Timely and accurate preparation of quotations.
• Daily completion of customer calls and scheduled follow-ups.
• Accurate and updated Google Sheets and lead management records.
• No missed follow-ups on assigned leads.
• Timely submission of daily sales reports.
• Effective coordination with field sales executives and management.

Ideal Candidate

We are looking for a disciplined and detail-oriented Back Office Executive who can manage quotations, customer calling, sales follow-ups, Google Sheets lead management, and routine office work. The candidate should be comfortable communicating with industrial customers and supporting the sales team in generating business and converting inquiries into orders.