Customer Order & Dispatch Coordinator

Hospedia Medicare; Gurugram District; On-site; INR 420,000 - 640,000; Full time

Job summary

Hospedia Medicare Pvt. Ltd. in Gurgaon is seeking a Customer Order & Dispatch Coordinator.

You will manage confirmed orders in CRM, coordinate delivery and dispatch, and plan daily assembly requirements to align with committed dispatch dates. Collaboration with Sales, Assembly, QC, Stores, Packaging, and Logistics is essential for on-time execution. The role emphasizes tracking orders from confirmation to dispatch, maintaining CRM as the single source of truth, and ensuring accurate

Qualifications

• Excellent spoken and written English and strong communication/follow-up skills.
• Proficiency in MS Excel and experience working on CRM/ERP software.
• Experience with order processing, production processes, and logistics coordination is preferred.

Responsibilities

• Act as primary coordination point for customers/dealers after order confirmation.
• Enter and maintain all confirmed orders in CRM with complete details.
• Prepare daily/next-day assembly requirements based on delivery commitments.
• Coordinate with Stores, QC, Packaging and Logistics for dispatch readiness and documentation.
• Track orders through stages and elevate delays to management.
• Maintain visibility of next 37 days of expected dispatch requirements.

Skills

English

Communication

Follow-up

Organization

Time management

Tools

MS Excel

Zoho CRM

Zoho Inventory

CRM/ERP software

ERP system

Job description

Company: Hospedia Medicare Pvt. Ltd.
Department: Operations / Order Management
Location: Gurgaon, Haryana
Experience: 3-5 years
Employment Type: Full-time

1. Job Purpose

The Customer Order & Dispatch Coordinator will be responsible for managing confirmed customer orders in CRM, coordinating with customers regarding delivery and dispatch requirements, planning daily assembly requirements based on committed dispatch dates, and ensuring smooth coordination between Sales, Assembly, QC, Stores, Packaging, and Logistics.

The primary responsibility of this role is to ensure that every confirmed order is properly tracked from order confirmation until successful dispatch and customer communication.

2. Key Responsibilities

A. Customer & Dealer Coordination Primary Responsibility

• Act as the primary coordination point for customers/dealers after order confirmation.
• Communicate with customers regarding order confirmations, required delivery dates, delivery addresses, site/contact person details, dispatch readiness, transporter/logistics arrangements, and dispatch status/tracking details.
• Regularly update customers regarding expected dispatch dates and proactively inform them of any delays or changes in the schedule.
• Obtain required information/documents from customers before dispatch.
• Coordinate with customers/dealers to ensure smooth receipt of material.
• Maintain professional communication with hospitals, dealers, and other customers through phone, email, and WhatsApp.

B. CRM & Order Management

• Enter and maintain all confirmed orders accurately in the CRM, ensuring complete information (customer/dealer, PO/order number, product/model, quantity, configuration, delivery location, required delivery date, and special requirements).
• Keep order statuses updated on a daily basis.
• Ensure configuration is confirmed before releasing the order for production.
• Follow up with Sales for any missing order information.
• Maintain accurate records of committed, pending, completed, and dispatched orders to ensure CRM remains the single source of truth.

C. Daily Assembly Coordination

• Prepare the daily/next-day assembly requirement based on customer delivery commitments.
• Coordinate with the Assembly Manager regarding units required for upcoming dispatches.
• Track order stages: Planned Under Assembly Assembly Completed QC Packing Ready for Dispatch Dispatched.
• Follow up with concerned departments when an order is approaching its committed dispatch date and highlight delays immediately to the reporting manager.
• Maintain visibility of the next 37 days of expected dispatch requirements.

D. Dispatch Planning & Coordination

• Prepare the daily dispatch plan based on completed and QC-approved units.
• Coordinate with Stores, QC, Packaging, and Logistics for dispatch readiness.
• Verify that the required products and accessories are ready before dispatch.
• Coordinate packaging, documentation requirements, and transporter/logistics partners for pickup.
• Ensure dispatch details are entered into CRM and share transporter/LR/tracking information with the customer post-dispatch.
• Follow up until material is successfully delivered wherever required.

E. Internal Follow-up & Coordination

• Continuously coordinate across departments: Sales Assembly Stores QC Packaging Dispatch/Logistics Customer.
• Conduct daily follow-ups for pending orders and elevate bottlenecks to management.
• Ensure no confirmed order is left without a clear next action, maintaining a clear priority list based on customer commitment dates.

3. Daily Working Routine

• Morning: Review pending orders, check today's planned dispatches, check units under assembly/QC/packing, contact internal departments regarding priority orders, and update CRM.
• During the Day: Communicate with customers/dealers, follow up on production and dispatch readiness, coordinate logistics and documentation, update CRM, and elevate delays.
• Evening: Review orders due for dispatch in the next 37 days, prepare the next day's assembly/dispatch requirements, confirm pending activities with internal teams, update CRM, and share a concise pending-order/dispatch status report with management.

4. Required Skills

• Must Have: Excellent spoken and written English, strong communication/follow-up skills, good telephone etiquette, proficiency in MS Excel, and experience working on CRM/ERP software. Strong organization skills and the ability to manage multiple deadlines simultaneously are essential.
• Preferred: Experience in medical equipment, healthcare, manufacturing, or B2B distribution. Experience with Zoho CRM/Zoho Inventory, order processing, production processes, and logistics coordination.

5. Candidate Profile

We are looking for a highly organized, proactive, and detail-oriented individual with an ownership mindset. They must be comfortable making frequent calls, handling pressure, and coordinating across multiple departments to track orders through to completion.