Sales Coordinator

Vashi Integrated Solutions; Ahmedabad District; On-site; INR 350,000 - 480,000; Full time

Job summary

Vashi Integrated Solutions is seeking a diligent Sales Admin / Order & Quotation Coordinator to support customers through enquiries, quotations, POs and order follow-up. The role ensures timely responses by coordinating with the sales team and internal departments.

You will manage quotations, supplier pricing, order records, delivery schedules and invoice-related activities, while maintaining accurate MIS reports to enable informed decisions by the Business Manager.

Responsibilities

• Coordinate with customers for enquiries, quotations, purchase orders and order-related requirements.
• Understand customer requirements and coordinate with the sales team for timely responses.
• Maintain regular communication with customers regarding order status, delivery schedules and documentation.
• Support the sales team in maintaining strong customer relationships.
• Prepare and share quotations based on customer requirements and approved commercial terms.
• Coordinate with suppliers/manufacturers for pricing, availability, lead time and technical details.
• Maintain quotation records and follow up for quotation status and order conversion.
• Ensure quotations are prepared accurately and within the required timeline.
• Receive and verify customer purchase orders against quoted prices, quantities, specifications and commercial terms.
• Coordinate internally for PO acceptance and order processing.
• Highlight any discrepancies related to price, quantity, taxes, delivery terms or payment terms.
• Maintain proper records of customer POs and order status.
• Coordinate with procurement, warehouse and logistics teams for timely material availability and dispatch.
• Track pending orders and communicate expected delivery dates to customers.
• Follow up on dispatch details, LR/POD, invoices and other required documents.
• Escalate delays or issues to the concerned team for timely resolution.
• Maintain daily/weekly/monthly sales reports.
• Prepare order booking, pending order, quotation and customer-wise sales MIS.
• Track sales targets, order conversion and pending requirements.
• Provide accurate data to the Business Manager/Sales Manager for review and decision-making.
• Coordinate with the finance team regarding invoice generation and submission.
• Follow up with customers for invoice booking and payment status.
• Maintain invoice-wise outstanding payment records.
• Coordinate for POD, invoice copies, portal submissions and payment reconciliation wherever required.
• Coordinate effectively with Sales, Procurement, Warehouse, Logistics, Finance and Accounts teams.
• Ensure information is communicated accurately between customers and internal departments.
• Follow up on pending actions and ensure timely closure.

Job description

• Coordinate with customers for enquiries, quotations, purchase orders and order-related requirements.
• Understand customer requirements and coordinate with the sales team for timely responses.
• Maintain regular communication with customers regarding order status, delivery schedules and documentation.
• Support the sales team in maintaining strong customer relationships.

2. Quotation Management

• Prepare and share quotations based on customer requirements and approved commercial terms.
• Coordinate with suppliers/manufacturers for pricing, availability, lead time and technical details.
• Maintain quotation records and follow up for quotation status and order conversion.
• Ensure quotations are prepared accurately and within the required timeline.

3. Order & PO Processing

• Receive and verify customer purchase orders against quoted prices, quantities, specifications and commercial terms.
• Coordinate internally for PO acceptance and order processing.
• Highlight any discrepancies related to price, quantity, taxes, delivery terms or payment terms.
• Maintain proper records of customer POs and order status.

4. Delivery & Logistics Coordination

• Coordinate with procurement, warehouse and logistics teams for timely material availability and dispatch.
• Track pending orders and communicate expected delivery dates to customers.
• Follow up on dispatch details, LR/POD, invoices and other required documents.
• Escalate delays or issues to the concerned team for timely resolution.
• Maintain daily/weekly/monthly sales reports.
• Prepare order booking, pending order, quotation and customer-wise sales MIS.
• Track sales targets, order conversion and pending requirements.
• Provide accurate data to the Business Manager/Sales Manager for review and decision-making.
• Coordinate with the finance team regarding invoice generation and submission.
• Follow up with customers for invoice booking and payment status.
• Maintain invoice-wise outstanding payment records.
• Coordinate for POD, invoice copies, portal submissions and payment reconciliation wherever required.

7. Internal Coordination

• Coordinate effectively with Sales, Procurement, Warehouse, Logistics, Finance and Accounts teams.
• Ensure information is communicated accurately between customers and internal departments.
• Follow up on pending actions and ensure timely closure.