Senior Executive - Sales Co-ordination

Role & responsibilities

The Senior Executive Sales Coordination will play a critical role in ensuring seamless execution of customer orders and supporting the Specialty Chemicals sales team in delivering superior customer service. The incumbent will be responsible for coordinating order processing, dispatch planning, customer communication, commercial documentation coordinating order processing, dispatch planning, customer communication, commercial documentation, and cross-functional collaboration with Production, Supply Chain, Logistics, Finance, and Customer Service teams.

The role requires a highly organized professional with strong communication skills, customer orientation, and the ability to manage multiple priorities while ensuring timely order fulfilment and customer satisfaction.

2. Key Responsibilities

A. Sales Order Management & SAP Operations

• Process customer orders accurately in SAP and ensure timely order confirmation.
• Maintain customer master data, pricing information, and sales records within SAP.
• Generate and analyze sales reports, order status reports, inventory reports, and dispatch trackers.
• Ensure data accuracy and compliance with internal processes and controls.
• Monitor open orders and proactively coordinate with stakeholders for timely closure.

B. Dispatch & Logistics Coordination

• Coordinate with Production Planning, Manufacturing, and Supply Chain teams to ensure product availability as per customer commitments.
• Monitor dispatch schedules and ensure timely deliveries to domestic and international customers.
• Coordinate with logistics partners, transporters, and freight forwarders for smooth shipment execution.
• Track dispatches and resolve delivery-related issues to minimize customer impact.
• Ensure timely availability of shipping and commercial documents.

C. Customer Service & Relationship Management

• Act as the primary point of contact for customers regarding order status, dispatch schedules, documentation, and delivery commitments.
• Maintain regular communication with customers and promptly address queries and concerns.
• Coordinate resolution of customer complaints and service-related issues through appropriate internal stakeholders.
• Build and maintain strong customer relationships through proactive engagement and responsiveness.

D. Cross-Functional Coordination

• Liaise with Production, Planning, Logistics, Finance, Commercial, Quality Assurance, and Customer Service teams to ensure seamless order execution.
• Coordinate internally to resolve order fulfilment challenges and supply constraints.
• Ensure effective communication between customers and internal teams regarding delivery schedules and product availability.
• Support demand planning by sharing customer forecasts and order trends.

E. Sales & Commercial Support

• Assist the sales team in preparing quotations, customer proposals, contracts, and commercial offers.
• Coordinate issuance of invoices, Certificates of Analysis (COA), and other customer-specific documentation.
• Monitor receivables and coordinate with Finance and Sales teams for timely collection and resolution of payment-related issues.
• Support the sales team in achieving business objectives through efficient order execution and customer support.

F. Reporting & Process Improvement

• Prepare periodic MIS reports on sales, dispatches, pending orders, customer service levels, and receivables.
• Track key performance indicators related to order fulfilment and customer satisfaction.
• Identify opportunities to improve order management, dispatch coordination, and customer service processes.
• Ensure adherence to departmental SOPs and internal control requirements.