Senior Sales Coordinator

Job Description Sr. Sales Coordinator

Designation: Sr. Sales Coordinator
Reporting To: CMD
Location: HO – Bandra, Mumbai
Experience: 10 years of relevant experience in sales coordination, preferably in industrial or B2B environments
Qualification: Work done till the date
Functional Area: Sales & Marketing

Industry Type: Petrochemicals, Chemicals, Oil & Gas, Paints & Coatings, Industrial Manufacturing, Engineering Products, Lubricants & Grease, Bulk Pharmaceuticals (APIs), Industrial FMCG (B2B), Logistics & Supply Chain (industrial focus).

Special Requirements

• Strong industry understanding of petrochemical products, clients, and market practices.
• Hands-on experience in tender coordination, KYC monitoring, and credit control processes.
• Advanced communication and coordination skills to handle multi-zone teams and clients.
• Proficiency in ERP/CRM systems for documentation, order processing, and reporting.
• Capability to generate MIS reports, analyze data, and support sales management with insights.
• Process-oriented approach, with adherence to documentation and compliance standards.
• Flexible and responsive, available beyond office hours if needed for sales execution or client issues.
• Ownership mindset, acting as a reliable support system between sales, factory, logistics, and finance teams.

Job Objective

To efficiently manage and coordinate sales operations across all zones and verticals, ensuring accuracy in documentation, timely internal and external communication, client follow-ups, and support for order execution, dispatches, and payment follow-ups.

This role is critical to enabling seamless backend sales support in a high-volume, compliance-driven petrochemical environment.

Key Responsibilities

Core Focus Areas

• Maintain proper control over all existing, regular, and irregular customers with updated records and communication logs.
• Monitor and record sales visits and maintain thorough oversight of all Sales Managers operating within the assigned area, categorized product-wise, segment-wise, and zone-wise.
• Maintain complete understanding of competitive products, pricing strategies, policies, and product specifications.
• Reach out directly to customers for clarifications, follow-ups, KYC, feedback, and credit-related communications.
• Ensure monthly KYC completion for all active customers to support credit monitoring, internal risk reviews, and finance compliance.
• Ensure that all sales verticals follow the assigned work format and remain fully answerable/accountable for their tasks, with operational readiness 24/7 as required.

Sales Coordination & Documentation

• Generate new sales leads through direct enquiries, referrals, and follow-up on inbound leads.
• Prepare and send quotations, Proforma Invoices, and commercial offers in line with approved pricing.
• Review and process customer orders as per the quotation and submitted technical/commercial documents.
• Send official Order Acceptances and Order Acknowledgements with clear delivery timelines.
• Ensure proper filing and storage, both digitally and in hard copy, of all sales documentation for audit and retrieval purposes.

Reporting & MIS

• Consolidate and submit daily, weekly, and monthly reports covering:
• Sales activities zone-wise.
• Pending orders and dispatch status.
• Lead conversion reports.
• MIS on payments, quotations, and outstanding KYC.
• Maintain structured and updated customer data, both financial and non-financial, for regular MIS use.

Internal Coordination

• Coordinate daily with Factory Managers for production schedules and readiness.
• Coordinate with Sales Heads and Zonal Teams for updates and new enquiries.
• Coordinate with the Logistics Team for dispatches and documentation.
• Ensure timely dispatch planning, documentation release, and client updates.
• Act as the central point of communication between departments for any pre- or post-order issues.

Client Handling & Support

• Follow up with customers for dispatch-related formalities, confirmations, and documentation.
• Manage pre-dispatch formalities such as road permits and GST details.
• Manage post-dispatch follow-ups such as GRs and PODs.
• Maintain clear communication with clients regarding expected delivery timelines and ensure service satisfaction.

Tender & Market Support

• Assist with preparation of tender-related documents, client forms, declarations, and certifications.
• Track competitive pricing, market trends, and new product demands in assigned regions.
• Support regional/global sales efforts through coordinated administrative support and document control.

Payment Follow-up & Credit Monitoring

• Follow up for payments in line with credit terms agreed upon with clients.
• Flag overdue accounts to Sales Heads and Finance for further action.
• Ensure proper documentation of all client communication related to collections.