Dealer Sales Coordinator

JOB DESCRIPTION
Dealer Sales Coordinator
(Sales Support LMD & HD Vehicles)

Department

Sales & Operations

Role

Dealer Sales Coordinator

Primary Focus

Dealer Sales Coordination & Operations Support

Role Objective

To ensure smooth and timely execution of dealer sales activities by coordinating with dealers, customers, PDI, RTO, finance and internal sales teams, while maintaining accurate reports, documentation, system updates and delivery follow-ups.

Key Result Areas (KRA) & Critical Responsibility Areas (CRA)

KEY RESULT AREA (KRA)

CRITICAL RESPONSIBILITY AREA (CRA)

1. Dealer & Customer Coordination

• Coordinate with dealers for vehicle availability, delivery schedules and customer requirements.
• Maintain regular communication with dealers and provide timely updates on stock, delivery and documentation.
• Handle customer queries and ensure timely follow-up until closure.
• Coordinate between dealers, customers and internal teams for smooth sales execution.

2. Sales Reporting & System Updates

• Prepare and submit daily sales reports for LMD (Light & Medium Duty) and HD (Heavy Duty) vehicles.
• Maintain visit reports, customer inquiry updates and sales follow-up records.
• Update and confirm vehicle delivery entries/punching in the system.
• Maintain accurate records of customer interactions, enquiries, deliveries and pending actions.

3. Vehicle Delivery & PDI Coordination

• Coordinate with the PDI (Pre-Delivery Inspection) team for vehicle readiness and delivery scheduling.
• Discuss and plan vehicle deliveries with HD & LMD Managers to ensure timely execution.
• Track delivery status and follow up on pending vehicles, documentation and customer requirements.

4. Vehicle Documentation & Registration

• Prepare complete customer vehicle documentation with required signatures and stamping.
• Coordinate with RTO agents for smooth and timely vehicle registration.
• Arrange and track vehicle number plates and registration status.
• Ensure all delivery-related documents are complete, accurate and properly maintained.

5. Sales Team & Administrative Support

• Assist in obtaining email approvals for sales and administrative activities as required.
• Support the Sales Team in preparing customer quotations and MMR (Monthly Management Reports).
• Coordinate insurance undertakings and documentation for finance cases.
• Support other sales coordination activities assigned by the Sales/Operations Manager.

6. Lead Follow-up, Target Support & Continuous Improvement

• Follow up on online/walk-in enquiries and ensure timely capture and distribution of leads.
• Monitor assigned enquiries and support conversion through regular follow-up.
• Track and share lead/enquiry summary reports as per the defined reporting frequency.
• Identify process gaps and support continuous improvement in sales coordination and delivery processes.

Key Day-to-Day Responsibilities

Dealer & Customer Follow-up

Follow up with dealers and customers on enquiries, delivery schedules, pending requirements and status updates.

Reporting & MIS

Prepare daily LMD/HD sales reports, visit reports, enquiry updates and periodic lead/management reports.

Delivery & PDI

Coordinate PDI readiness, delivery planning and execution with HD/LMD Managers and relevant teams.

Documentation & Registration

Complete delivery documents, signatures/stamping, number plate tracking and RTO registration follow-up.

Sales Support

Prepare quotations, support insurance/finance documentation, obtain approvals and assist the Sales Team in day-to-day requirements.

System & Process Management

Update delivery punching/system entries, maintain records, monitor pending actions and support .