Executive (International Sales Operations & Business Development)

Vipul Organics; Ahmedabad District; On-site; INR 300,000 - 420,000; Full time

Job summary

Vipul Organics is seeking a Sales Operations / Sales Back Office Executive to support the Ahmedabad Regional Sales Team with day-to-day coordination, data management, MIS and follow-up activities.

The role ensures that sales-related information, customer enquiries, emails, orders, quotations, reports and follow-ups are properly recorded and coordinated with the Sales Team and Head Office.

Qualifications

• Graduate in B.Com / BBA / BA / B.Sc. or equivalent; MBA in International Business would be an added advantage.
• 2 to 5 years of experience in Sales Coordination / Sales Operations / MIS / Commercial Operations.
• Experience in manufacturing, chemicals, dyes & pigments, textile chemicals or B2B environment is a plus.
• Strong Excel and email management experience preferred.

Responsibilities

• Provide day-to-day back-office support to the Ahmedabad Sales Team.
• Coordinate with sales executives for customer enquiries, quotations, orders and follow-ups.
• Maintain tracker of enquiries, quotations, orders and follow-ups.
• Coordinate with HO, Production, Dispatch, Accounts, Logistics and other departments for sales-related requirements.
• Follow up on pending quotations, order status, dispatches, documents and customer requirements.
• Ensure timely communication of important customer and sales updates to the concerned team members.
• Maintain sales-related documents and records.

Skills

MS Excel

MS Outlook

English communication

Follow-up

Coordination

Data accuracy

Documentation

Multi-tasking

Education

B.Com / BBA / BA / B.Sc.

MBA (International Business) advantage

Tools

MS Excel

MS Outlook

Job description

About the Role

We are looking for a Sales Operations / Sales Back Office Executive to support the Ahmedabad Regional Sales Team with day-to-day sales coordination, customer communication, data management, documentation, MIS and follow-up activities.

The role will be responsible for ensuring that sales-related information, customer enquiries, emails, orders, quotations, reports and follow-ups are properly recorded, updated and coordinated with the Sales Team and Head Office.

Key Responsibilities

1. Sales Operations & Coordination

• Provide day-to-day back-office support to the Ahmedabad Sales Team.
• Coordinate with sales executives/managers for customer enquiries, quotations, orders and follow-ups.
• Maintain a systematic tracker of enquiries, quotations, orders and customer follow-ups.
• Coordinate with HO, Production, Dispatch, Accounts, Logistics and other departments for sales-related requirements.
• Follow up internally on pending quotations, order status, dispatches, documents and customer requirements.
• Ensure timely communication of important customer and sales updates to the concerned team members.

2. Email Management

• Manage and monitor sales-related emails received at the regional office.
• Draft professional emails for customer enquiries, quotations, order follow-ups, documentation and routine sales communication.
• Forward customer enquiries to the appropriate Sales Manager / Sales Executive and track closure.
• Maintain proper email records and ensure timely responses to customers.
• Follow up on pending email responses and customer requirements.
• Ensure important customer communication is properly documented and available for future reference.

3. Customer & Enquiry Data Management

• Maintain updated customer master data, including customer name, contact details, industry, location, products, sales person and other relevant information.
• Record and update all customer enquiries received through email, phone and other channels.
• Maintain enquiry-to-order tracking and follow-up status.
• Update customer interaction and follow-up records regularly.
• Ensure accuracy and completeness of sales data.
• Identify pending or overdue follow-ups and highlight them to the concerned sales person.

4. Sales MIS & Reporting

• Prepare daily/weekly/monthly sales reports and MIS as required.
• Maintain reports for:
  • Customer enquiries
  • Quotations
  • Orders received
  • Pending orders
  • Dispatch status
  • Customer follow-ups
  • Sales pipeline
  • New customer development
  • Sales performance
• Consolidate information received from the sales team and share reports with management.
• Maintain accurate and updated Excel trackers and dashboards.
• Assist in preparing management presentations and sales review data.

5. Documentation & Order Coordination

• Maintain sales-related documents, quotations, purchase orders, customer communications and other records.
• Coordinate with HO for order processing, pricing approvals, credit-related requirements, dispatches and documentation.
• Track order status from receipt of PO to dispatch/delivery.
• Coordinate with Accounts/Finance for customer-related documentation wherever required.
• Maintain proper filing of physical and digital sales records.

6. Sales Team Support

• Assist Sales Managers and Sales Executives with data, reports, customer information and documentation.
• Prepare customer-wise and product-wise information whenever required.
• Support the sales team in preparing customer meeting information and follow-up lists.
• Maintain daily/weekly action trackers for the sales team.
• Ensure pending activities are followed up and closed within timelines.

7. Data Accuracy & Process Discipline

• Ensure all sales information is entered accurately and updated on a timely basis.
• Avoid duplication or incorrect customer records.
• Maintain confidentiality of customer, pricing and business information.
• Develop and maintain structured Excel-based trackers for sales operations.
• Suggest improvements in sales back-office processes and reporting.

Key Skills

• Strong MS Excel skills filters, sorting, Pivot Tables, VLOOKUP/XLOOKUP, basic formulas and data management.
• Good MS Outlook / email management skills.
• Strong written and verbal communication skills in English.
• Good follow-up and coordination skills.
• Ability to manage multiple activities simultaneously.
• Strong attention to detail and data accuracy.
• Good documentation and record-keeping skills.
• Ability to coordinate with Sales, HO, Accounts, Production, Dispatch and other departments.
• Should be organised, proactive and comfortable working with numbers and large volumes of data.

Preferred Profile

• Graduate in B.Com / BBA / BA / B.Sc. or equivalent. MBA in International Business would be an added advantage.
• 2 to 5 years of experience in Sales Coordination / Sales Operations / Sales Back Office / Customer Support / MIS / Commercial Operations.
• Experience in a manufacturing, chemicals, dyes & pigments, textile chemicals or B2B environment will be an advantage.
• Candidates with strong Excel and email management experience will be preferred.

Key Performance Areas (KPAs)

• Accuracy and timely updating of sales data.
• Timely management and closure tracking of customer enquiries.
• Timely response and coordination of sales emails.
• Accuracy of sales MIS and reports.
• Effective follow-up of quotations and orders.
• Proper maintenance of customer and sales records.
• Timely coordination between Regional Sales Team and HO.
• Reduction of pending/unattended sales activities.
• Overall effectiveness of sales back-office support.