Post Sales Coordinator Job ID: 395439

Artha Energy Resources; Mumbai; On-site; INR 500,000 - 700,000; Full time

Job summary

Artha Energy Resources is seeking a detail‑oriented Post‑Sales Coordinator in Mumbai to manage documentation, compliance, and handovers from won projects to execution. You will liaise with Business Development, Legal, Accounts, Operations, and customers to ensure accurate records and timely approvals.

You will coordinate NDA/EPC/O&M/PPA agreements, assist with invoicing, onboarding, and vendor registration, and generate periodic incentive and project reports.

Responsibilities

• Create Won Projects in Artha Central and ensure project records are accurate.
• Prepare, review, and upload project‑related documents (Proposals, EPC/O&M POs, Customer Documentation, Project Approvals).
• Collect and verify customer KYC and onboarding documents.
• Coordinate the execution of NDA, EPC, O&M, and PPA agreements.
• Ensure commercial terms are reflected in legal and commercial documents.
• Maintain compliance and records for Won Projects.
• Coordinate with BD, Legal, Operations, and Accounts to complete initiation activities.
• Follow up with Accounts for Proforma Invoice generation and timely sharing with customers.
• Review customer POs for alignment with proposals and terms.
• Track pending actions and close within defined timelines.
• Handover project information to Operations and Project Execution teams.
• Maintain project status updates and progression.
• Act as single point of coordination during project initiation.
• Resolve document/agreement queries with stakeholders.
• Escalate delays and risks to management.
• Ensure timely communication with all stakeholders.
• Maintain incentive reports for B2B Executives, BDEs, and BDMs.
• Record project values, revenue, and milestones for incentives.
• Coordinate with Accounts for validation of incentive information.
• Generate periodic sales, incentive, and performance reports.
• Maintain records of incentive approvals and payouts.
• Upload executed agreement copies in Artha Central.
• Dispatch hard‑copy agreements to customers when applicable.
• Maintain physical filing and records for audits.
• Ensure agreement records are complete and retrievable.
• Update customer payments and receivables in Artha Central.
• Coordinate with Accounts to verify receipt.
• Update incentive milestones linked to payments.
• Track pending receivables and follow up for closure.
• Generate payment tracking reports for management.
• Coordinate with BDEs/BDMs to collect onboarding and vendor registration documents.
• Submit vendor registration documents to customers.
• Track status of approvals and pending documentation.
• Maintain records of onboarding and registration activities.
• Coordinate Internal Kick-Off Meetings after project approval.
• Schedule Customer Kick-Off Meetings with stakeholders.
• Ensure scope, deliverables, and requirements are communicated.
• Support transition from Sales to Operations.
• Ensure documents available before handover.

Job description

Role Purpose

The Post-Sales Coordinator is responsible for ensuring seamless execution of all post‑sales activities from the Won Project stage to Project Handover. The role acts as a key liaison between Business Development, Legal, Accounts, Operations, and Customers, ensuring timely documentation, compliance, approvals, payment tracking, and data accuracy to facilitate smooth project execution and successful project delivery.

Key Responsibilities

• Documentation & Compliance Management
  • Create Won Projects in Artha Central and ensure all project records are accurate, complete, and updated.
  • Prepare, review, and upload project‑related documents, including:
    • Proposals
    • EPC Purchase Orders
    • O&M Purchase Orders
    • Customer Documentation
    • Project Approvals
  • Collect and verify customer KYC and onboarding documents following project closure.
  • Coordinate the execution of:
    • Non-Disclosure Agreements (NDA)
    • EPC Agreements
    • O&M Agreements
    • Power Purchase Agreements (PPA)
  • Ensure all commercial terms and customer details are accurately reflected in legal and commercial documents.
  • Maintain complete compliance and documentation records for all Won Projects.
• Project Coordination & Handover Management
  • Coordinate with Business Development, Legal, Operations, and Accounts teams to ensure timely completion of project initiation activities.
  • Follow up with the Accounts team for Proforma Invoice (PI) generation and ensure timely sharing with customers.
  • Review customer Purchase Orders and validate alignment with approved proposals and agreed commercial terms.
  • Track pending actions and ensure closure within defined timelines.
  • Facilitate complete and error‑free handover of project information to the Operations and Project Execution teams.
  • Maintain project status updates and ensure timely progression of Won Projects.
• Stakeholder Management
  • Act as the single point of coordination between internal teams and customers during the project initiation phase.
  • Resolve documentation and agreement‑related queries through coordination with relevant stakeholders.
  • Escalate delays, compliance risks, missing documents, and commercial discrepancies to management whenever required.
  • Ensure timely communication and follow‑up with all stakeholders involved in project onboarding.
• Incentive & Reporting Management
  • Maintain and update incentive reports for B2B Executives, BDEs, and BDMs.
  • Ensure project values, revenue details, and milestone achievements are accurately recorded for incentive calculations.
  • Coordinate with the Accounts team for validation of incentive‑related information.
  • Generate periodic sales, incentive, and performance reports as required by management.
  • Maintain records of incentive approvals and payout tracking.
• Agreement Management
  • Upload all executed agreement soft copies in Artha Central.
  • Coordinate the dispatch of hard‑copy agreements to customers whenever applicable.
  • Maintain physical filing and records of executed agreements at the office.
  • Ensure all agreement records are complete, updated, and easily retrievable for audit purposes.
• Receivable & Payment Tracking
  • Ensure all customer payments and receivables are updated in Artha Central against the relevant project milestones.
  • Coordinate with the Accounts team to verify receipt of customer payments.
  • Update incentive milestones linked to payment realization in Artha Central.
  • Track pending receivables and follow up with the relevant stakeholders for closure.
  • Generate and maintain payment tracking reports for management review.
• Customer Coordination & Vendor Registration
  • Coordinate with BDEs and BDMs to collect documents required for customer onboarding and vendor registration.
  • Prepare and submit vendor registration documents to customers.
  • Track the status of vendor registration approvals and pending documentation.
  • Maintain records of customer onboarding and vendor registration activities.
• Internal & External Kick-Off Coordination
  • Coordinate Internal Kick-Off Meetings upon project approval.
  • Schedule and organize Customer Kick-Off Meetings with all relevant stakeholders.
  • Ensure project scope, deliverables, documentation, and customer requirements are communicated effectively.
  • Support the seamless transition of projects from the Sales team to the Operations and Project Execution teams.
  • Ensure all required project documents are available before project handover.

Key Success Factors

• Strong attention to detail and documentation accuracy.
• Excellent coordination and stakeholder management skills.
• Strong follow‑up and escalation management capabilities.
• Good understanding of commercial agreements and project onboarding processes.
• Strong proficiency in CRM and project tracking systems, including Artha Central.
• Ability to manage multiple projects and priorities simultaneously.
• Strong communication and organizational skills.
• Commitment to process compliance, audit readiness, and timely project handover.