Sales Coordinator

Job Description:

Role Purpose

To support the sales team and customers from enquiry to order, sample, dispatch, collection follow-up and closure, while ensuring timely coordination, accurate CRM/ERP updates and disciplined sales reporting.

Key Responsibilities

1. Customer Coordination & Sales Support

• Act as the coordination point between customers, the sales team and internal departments.
• Receive customer enquiries and ensure timely preparation and sharing of quotations.
• Follow up with customers on quotations, pending responses, sample feedback and order status.
• Maintain regular communication with existing customers through calls, email and WhatsApp as required.
• Support the sales team with customer information, previous order details, pricing history and pending actions.

1. Sample Coordination

• Receive sample requests from the sales team/customers and record them properly.
• Coordinate with the lab for sample preparation, testing and readiness.
• Coordinate sample dispatch and share dispatch details with the customer/sales person.
• Follow up with customers for sample feedback and trial results, and update the status.

1. Order, Dispatch & Internal Coordination

• Coordinate confirmed orders with production, stores, dispatch and accounts teams.
• Track order status and proactively highlight delays or pending issues to the concerned sales person.
• Coordinate dispatch documentation and ensure customers receive timely dispatch information.
• Maintain a clear tracker for pending orders, committed dates, dispatches and customer requirements.

1. Collection & Outstanding Follow-up

• Maintain customer-wise outstanding and due-date follow-up records.
• Follow up with customers for routine payment reminders as per instructions from the sales / accounts team.
• Coordinate with accounts for payment status, reconciliation and customer queries.
• Escalate overdue or disputed payments to the concerned sales person / management.

1. CRM / ERP, MIS & Sales Reporting

• Update CRM / ERP daily for enquiries, quotations, samples, follow-ups, orders, dispatches and collections.
• Maintain follow-up dates and ensure no customer enquiry or quotation remains unattended.
• Prepare regular sales MIS covering quotations, samples, orders, pending follow-ups, dispatches and outstanding payments.
• Track pending actions customer-wise and salesperson-wise and highlight ageing items.
• Support monthly sales review with accurate data and status updates.

Key Requirements

• Experience: 3-5 years in sales coordination / back-office sales, preferably in chemicals, dyes, intermediates or trading.
• Education: Graduate B.Sc. Chemistry / Commerce / Business background preferred.
• Good working knowledge of Excel, email, CRM / ERP systems and basic MIS preparation.
• Strong follow-up, coordination and documentation skills.
• Clear communication in English, Hindi and Gujarati preferred.
• Ability to work with multiple internal departments and handle customer follow-ups in a disciplined manner.
• Detail-oriented, organised and comfortable working with deadlines and pending-action trackers.

Success Measures

• Timely quotation and sample coordination.
• No missed customer follow-ups.
• Accurate and up-to-date CRM / ERP records.
• Improved visibility of pending orders, dispatches and collections.
• Faster coordination between sales and internal departments.