Sales Coordinator

Sales Coordinator (Back Office)

As a sales coordinator / customer service executive, you will be the backbone of our sales operations, ensuring seamless coordination between asst sales managers / sales managers, departments, customers and logistics. This role is ideal for someone who thrives in a structured environment, enjoys gaining varied experience and is passionate about delivering high-quality service.

Location: Thane, Maharashtra

Department: Marketing

Reporting To: Assistant Manager

Experience Required: Minimum 3 years in Sales Coordination / Back Office in trading companies, preferably in chemicals

Education: Any Graduate or B. Sc (Chemistry) would be preferred

Key Responsibilities

• Sales Support & Quote Management
• Convert customer inquiries (email/WhatsApp) into ERP-based quotations and proposals.
• Share accurate and timely quotes with customers.
• Follow up on open quotes and reasons for non-conversion.
• Re-quote based on internal discussions (pricing, brand, schedule, location).
• Close open quotes with documented reasons.
• Order & PO Coordination
• Follow up on purchase orders and verify alignment with internal records (product specs, quantity, rates, delivery dates, payment terms).
• Ensure all special instructions are captured and executed.
• Sample & Dispatch Coordination
• Record and track sample requests.
• Liaise with sample and procurement departments for dispatch and inward tracking.
• Coordinate with customers for sample feedback and evaluation.
• Logistics & Documentation
• Issue dispatch instructions and coordinate with logistics for timely delivery and LR generation.
• Collaborate with the quality team for technical documentation (CoA, Halal, MSDS) and customer complaints.
• Receivables & Reporting
• Follow up on payments and coordinate with accounts for receivables.
• Share negative data and feedback with supervisors to improve conversion.
• Prepare customer data and insights for meetings and reviews.
• General Administration
• Maintain CRM records and ensure daily reporting.
• Support in ad-hoc tasks and cross-functional coordination as required.

Candidate Profile

• Prior experience in a non-service, product-based trading company (preferably chemicals, flavours or fragrances).
• Familiarity with ERP systems and CRM tools.

• Strong interpersonal and communication skills.
• Excellent time management and organizational abilities.
• Problem-solving mindset with a proactive attitude.
• Ability to work independently and collaboratively in a fast-paced environment.
• Detail-oriented with a customer service-first approach.