Sales Operations Coordinator

About the Role

• We are looking for a detail-oriented and proactive Sales Operations professional to support and manage the complete sales operations process at VC ERP Consulting.
• The role will be responsible for managing the sales process, sales orders, documentation, invoicing/billing coordination, client follow-ups, payment follow-ups, sales MIS, and coordination between Sales, Finance, Delivery, and clients.
• The ideal candidate should have the ability to ensure that sales transactions move smoothly from order confirmation to billing and collection.

Key Responsibilities

Sales Operations & Process Management

• Manage the day-to-day sales operations process from receipt of customer confirmation/PO to order closure.
• Coordinate with the Sales team to ensure all required commercial and customer documentation is complete.
• Prepare and maintain Sales Orders, customer records, quotations, proposals, POs, work orders, and related documentation.
• Ensure customer orders are accurately captured in internal systems/ERP.
• Track the status of open orders, pending approvals, and commercial documentation.
• Coordinate with internal teams to ensure timely execution of customer requirements.

Order Management

• Process and track customer purchase orders and sales orders.
• Verify PO details including scope, pricing, taxes, payment terms, billing milestones, and validity.
• Coordinate with Sales and Delivery teams regarding project/service commencement and billing milestones.
• Maintain an updated tracker of active, completed, pending, and cancelled orders.
• Identify gaps or discrepancies in customer orders and coordinate for resolution.

Billing & Invoicing Coordination

• Coordinate with the Finance/Accounts team for timely generation and submission of customer invoices.
• Track billing milestones based on contracts, POs, SOWs, or agreed commercial terms.
• Ensure invoices are raised accurately and within agreed timelines.
• Follow up internally for pending billing requirements, timesheets, service confirmations, milestone approvals, etc.
• Maintain records of invoices raised and their submission status.
• Coordinate with clients in case of invoice-related queries or discrepancies.

Client Follow-up & Collections Coordination

• Regularly follow up with clients regarding POs, pending approvals, invoice acceptance, payment status, and outstanding payments.
• Maintain an updated tracker of client receivables and payment commitments.
• Coordinate with the Accounts/Finance team regarding overdue invoices and outstanding payments.
• Escalate delayed payments and unresolved client issues to the concerned Sales/Management team.
• Maintain professional communication with clients through email, calls, and meetings as required.

Sales MIS & Reporting

• Prepare regular Sales Operations MIS and dashboards for management.
• Track key metrics such as:
• New orders received
• Sales orders processed
• Billing completed
• Pending billing
• Invoice submission status
• Outstanding payments
• Collection status
• Pending client documentation
• Maintain accurate sales and customer databases.

Support management with sales reports, order reports, revenue reports, and other operational analysis