Lead Sales Coordinator

Lead  Sales Coordination & Business Development

(Applicable for Sales Head / Sales Development Manager / Business Development Manager / Sr Sales Coordinator)

Job Objective

To strategically manage and coordinate sales operations across all zones and verticals by overseeing Sales Managers ensuring target achievement, daily field activity, accurate reporting, strong inter-departmental coordination, timely order execution, dispatches, credit monitoring, and payment follow-ups. The role is critical in driving revenue growth, operational discipline, compliance, and seamless backend sales support in a high-volume, multi-zone environment.

Sales coordinators and sales managers will be reporting to SR. Sales Coordination & Business Development (Applicable for Sales Head / Sales Development Manager / Business Development Manager. FOR Leadership role 16-17 sales coordinator will be under them.)

Key Responsibilities Pre and Post Sales & Core Focus Areas

1. Zone & Team Management

• Oversee all sales zones and ensure effective functioning of zone-wise Sales Managers.
• Monitor whether Sales Managers are achieving assigned targets and taking corrective action where required.
• Ensure daily field visits are conducted by Sales Managers and properly reported.
• Review and validate daily, weekly, and monthly sales reports submitted by Sales Managers and Sales Coordinators.
• Ensure Sales Managers understand target planning, execution strategy, and closure techniques.

2. Sales Coordinator Oversight

• Supervise Sales Coordinators handling backend sales operations.
• Ensure Sales Coordinators are:
  • Maintaining proper coordination with Sales Managers
  • Preparing accurate daily visit reports and MIS
  • Following up on documentation, orders, dispatches, and payments
• Review feedback received from Sales Coordinators regarding challenges faced by Sales Managers and take action to resolve them.
• Ensure accountability and discipline across the coordination team.

3. Customer Engagement & Business Development

• Proactively engage with customers from the existing database through visits, meetings, and follow-ups to drive higher sales.
• Maintain control over existing, regular, and irregular customers, ensuring updated records and communication logs.
• Reach out to customers for clarifications, KYC, feedback, credit discussions, and relationship strengthening.
• Track competitive pricing, market trends, and emerging product demands across regions.

4. Target Monitoring & Issue Resolution

• Identify rate-related, product-related, or policy-related challenges faced by Sales Managers.
• Coordinate with CMD/Director to resolve pricing or approval-related issues in a timely manner.
• Escalate and resolve critical zone-level issues impacting sales performance.
• Conduct field visits in high-issue or underperforming zones to assess ground realities and provide corrective direction.

5. Order Processing & Internal Coordination

• Review and process customer orders in line with approved quotations and technical/commercial documents.
• Act as the central communication point between Sales, Factory, Logistics, and Finance.
• Coordinate daily with:
  • Factory Managers for production planning and readiness
  • Sales Heads/Zonal Teams for enquiries and updates
  • Logistics Team for dispatch planning and documentation
• Ensure timely dispatches, documentation release, and customer updates.

6. Client Handling & Dispatch Support

• Follow up with customers for pre-dispatch and post-dispatch formalities including:
  • Road permits, GST details, confirmations
  • GRs, PODs, and delivery acknowledgements
• Ensure clear communication of delivery timelines and service satisfaction.

7. KYC, Compliance & Documentation Control

• Ensure monthly KYC completion for all active customers.
• Maintain documentation to support credit monitoring, internal audits, and compliance requirements.
• Ensure all sales verticals follow the assigned work formats and reporting systems.

8. Payment Follow-up & Credit Monitoring

• Follow up for payments as per agreed credit terms.
• Monitor overdue accounts and flag defaulters to Sales Heads and Finance.
• Ensure proper documentation of all client communication related to collections and credit issues.

Skills & Competencies

• Strong leadership and people management skills
• Advanced communication and coordination abilities
• Ability to handle multi-zone teams and large customer bases
• Strong problem-solving and escalation management skills
• Proficiency in ERP/CRM systems, MIS reporting, order processing, and documentation control
• Sound understanding of sales operations, credit control, and compliance

Key Performance Indicators (KPIs)

• Zone-wise target achievement
• Daily visit compliance by Sales Managers
• Quality and timeliness of reports and MIS
• Dispatch and order execution timelines
• Payment collection efficiency
• Issue resolution turnaround time

ADDITIONAL RESPONSIBILITIES

This document shall be read separately along with the Job Description and shall form part of the role-specific reporting and review requirements.

A. DAILY REPORTING & REVIEW

• Daily dispatch quantities of Silvassa and Taloja Plants, including total orders received, balance quantities and pending dispatches till month-end.
• Daily updating of Order Sheets and Pending Dispatch Reports in the shared Sales Drive.
• Daily coordination with Regional Sales Managers, Sales Coordination, Payment, KYC, Legal, Commercial and Plant Teams regarding ongoing activities and pending matters.
• Monitoring of pending PDCs, outstanding payments, godown creation, godown stock, open enquiries and customer follow-ups.
• Monitoring manager-wise databases, visit reports, enquiries, follow-ups and customer coordination.

B. WEEKLY REPORTING

To be submitted every Saturday without fail

• Daily Dispatch Quantity Report
• Order Sheet & Pending Dispatch Report
• Regional Coordination & Sales Communication Report
• Godown Creation & Stock Monitoring Report
• Manager-wise Database / Visit / Enquiry Tracking Report
• Weekly & Monthly Tour Plan Tracking Report
• Monthly Sales Projection Tracking Report

C. WEEKLY SALES ANALYSIS

A separate weekly analysis shall cover:

• Big Clients visited by Managers
• Medium Clients visited by Managers
• Total Orders Lost during the week
• Reason-wise analysis of lost orders, including:
  • Rate Issue
  • KYC Issue
  • Payment Issue
  • Dispatch Delay
  • Commercial / Documentation Issue
  • Other Operational Reasons

D. MONDAY – 5-PAGE MANAGEMENT SUMMARY

A concise 5-page summary report shall be submitted every Monday covering:

• SALES REPORT – REGION WISE
  • Projection Orders vs Achievement Orders
  • Pending Orders vs Loss Orders
  • Region-wise Sales Performance
  • Next 15 Days Forecast
  • Reasons for Sales Gaps / Order Losses
• VISIT REPORT – REGION WISE
  • Target Visits vs Actual Visits
  • Visit Achievement Ratio
  • New Customer Visit Plans
  • New Customer Creation Activities
  • Market Expansion Updates
• STOCK REPORT
  • Opening Stock
  • Received Stock
  • Outgoing / Dispatched Stock
  • Closing / Balance Stock
• DISPATCH REPORT – ZONE & MANAGER WISE
  • Received Orders vs Dispatched Orders
  • Pending Dispatch Details
  • Zone-wise Dispatch Status
  • Manager-wise Material Lifting Status
• GODOWN & DISTRIBUTOR DEVELOPMENT REPORT
  • New Godown Identification Status
  • Distributor Search & Appointment Updates
  • Managers Authorized for Godown / Distributor Development
  • Weekly Progress Updates from Sr. Managers and Sales Coordinators

Non-receipt of required updates shall be followed up for timely closure and accountability.

REPORTING DISCIPLINE

All reports shall be accurate, complete and submitted within the prescribed timelines. Any pending information, reporting gap, delay or non-compliance shall be followed up with the concerned Manager/Coordinator and escalated to Management wherever required.

This reporting schedule is separate from the core Job Description and is applicable as an additional role-specific reporting and review requirement.