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.
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)
Functional Area	Sales & Marketing

Special Requirement

• 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 (Key Highlights)

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

Sales Coordination & Documentation

• Generate new sales leads through direct enquiries, referrals, and follow-ups on inbound leads.
• Prepare and send quotations, Proforma invoices, and commercial offers in line with the 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 digital and hard copy) of all sales documentation for audit and retrieval purposes.

Reporting & MIS

• Consolidate and submit daily, weekly, and monthly reports on:
  • 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 (financial and non-financial) for regular MIS use.

Internal Coordination

• Coordinate daily with:
  • Factory Managers for production schedules and readiness
  • Sales Heads and Zonal Teams for updates and new enquiries
  • 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 (e.g., road permits, GST details) and post-dispatch follow-ups (e.g., GRs, PODs).
• Maintain clear communication with clients on 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 your 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.

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