Sales Coordinator

Bestsellers Cochin; Ernakulam; On-site; INR 250,000 - 420,000; Full time

Job summary

Bestsellers Cochin in Ernakulam, Kerala seeks a detail-oriented Sales Coordinator to provide backend sales and administrative support. You will prepare quotations, generate Excel-based reports, manage data and coordinate orders to lighten the workload of the sales team.

You will maintain records, update MIS, handle documentation, and ensure timely follow-up with customers and internal departments. Proficiency in MS Excel/Word and clear communication are essential.

Qualifications

• Strong knowledge of MS Excel is mandatory.
• Good knowledge of MS Word and Outlook email communication.
• Experience with ERP/CRM software is an advantage.

Responsibilities

• Backend sales support to the sales team and coordination of enquiries, quotations and orders.
• Prepare customer quotations using MS Excel/Word and company systems.
• Maintain daily/weekly/monthly sales MIS, trackers and reports.
• Coordinate with Sales Team and internal departments for orders and delivery.
• Ensure proper filing, documentation and follow-up of customer communications.
• Prepare product pricing data and support sales documentation.

Skills

MS Excel

MS Word

Outlook / email communication

Pivot Tables

Data analysis

Quotation preparation

Data entry

Sales data maintenance

Education

Bachelor's degree in Commerce/Business or related field

Tools

ERP / CRM software

Job description

Job Purpose

The Sales Coordinator will provide comprehensive backend sales and administrative support to the Sales Team, ensuring that customer enquiries, quotations, orders, sales documentation, MIS reports and follow-ups are handled accurately and on time.

The role will primarily focus on quotation preparation, Excel-based sales reports, data management, order coordination, documentation and communication with the Sales Team and internal departments. The position is intended to reduce the administrative workload of sales executives and enable them to focus more effectively on customer acquisition and business development.

The role requires a highly organised, detail-oriented and computer-savvy individual with strong proficiency in MS Excel, MS Word, email communication and sales documentation. Similar sales coordinator roles commonly involve quotation/order processing, sales MIS, database maintenance and coordination between sales and internal teams.

2. Key Responsibilities

A. Backend Sales Support

• Provide day-to-day backend support to the Sales Team.
• Receive and process customer enquiries shared by Sales Executives.
• Understand customer requirements and ensure all relevant information is captured correctly.
• Assist Sales Executives in preparing quotations, proposals and commercial documents.
• Maintain proper records of all enquiries, quotations, orders and customer communications.
• Ensure that no enquiry or quotation is missed or left unattended.
• Coordinate with Sales Executives for pending information, approvals and customer requirements.
• Maintain an organised digital filing system for all sales-related documents.
• Assist the sales team in preparing presentations, product information and other sales-support documents.

B. Quotation Preparation

• Prepare customer quotations accurately based on information received from the Sales Team.
• Prepare quotations using MS Excel, Word, ERP or other company-approved systems.
• Ensure correct product descriptions, item codes, quantities, sizes, finishes, pricing, discounts, taxes and other commercial details.
• Verify pricing and product information before releasing quotations.
• Coordinate with the Sales Manager / concerned authority for special pricing, discounts or approvals.
• Revise quotations based on customer requirements and sales team instructions.
• Maintain a systematic record of:
• Quotation number
• Customer name
• Enquiry date
• Quotation date
• Quotation value
• Sales Executive
• Status
• Follow-up date
• Final outcome
• Ensure quotations are shared with customers within the expected turnaround time.
• Track pending quotations and coordinate with Sales Executives for follow-up.
• Maintain quotation history for future reference.

C. Excel & MIS Management

The candidate will be expected to have strong practical knowledge of MS Excel.

Key responsibilities include:

• Prepare and maintain daily, weekly and monthly sales reports.
• Maintain enquiry and quotation trackers.
• Prepare sales order tracking sheets.
• Maintain customer and dealer databases.
• Prepare sales achievement reports.
• Prepare pending enquiry and quotation reports.
• Prepare product-wise and salesperson-wise sales reports.
• Maintain order status and delivery tracking sheets.
• Update sales MIS regularly.
• Prepare management reports as required.
• Use Excel formulas such as:
• SUM
• SUMIF / SUMIFS
• COUNTIF / COUNTIFS
• IF
• VLOOKUP / XLOOKUP
• IFERROR
• TEXT functions
• Use Pivot Tables, Filters, Sorting and basic data analysis.
• Maintain accurate and updated Excel files without duplication or data errors.
• Identify missing information, inconsistencies or unusual data and bring them to the attention of the concerned person.

D. Order Processing & Coordination

• Assist in processing confirmed customer orders.
• Verify customer requirements before forwarding orders for further processing.
• Coordinate with the Sales Team regarding Purchase Orders / confirmed orders.
• Ensure that order details are complete and accurate.
• Coordinate with concerned internal departments regarding order status.
• Follow up on pending orders and provide updates to the Sales Team.
• Assist in coordinating delivery schedules and customer commitments.
• Maintain proper records of confirmed and pending orders.
• Escalate delays, discrepancies or order-related issues to the reporting manager.

E. Sales Follow-Up Support

• Maintain a tracker of pending enquiries and quotations.
• Coordinate with Sales Executives regarding pending customer follow-ups.
• Update the status of enquiries and quotations regularly.
• Prepare daily / weekly pending follow-up reports.
• Highlight important or overdue follow-ups to the Sales Manager.
• Assist the sales team in ensuring timely responses to customers.
• Maintain accurate records of customer requirements and previous quotations.

F. Customer & Internal Communication

• Communicate professionally with customers through email, phone and WhatsApp wherever authorised.
• Share quotations, product details and other sales-related documents as instructed.
• Coordinate with Sales Executives, Showroom Teams, Management, Accounts, Warehouse, Operations and other relevant departments.
• Follow up internally for pending information required to respond to customers.
• Ensure important communications are properly documented.
• Maintain professional and timely communication at all times.

G. Product & Pricing Data Management

• Maintain updated product master information as provided by the company.
• Maintain product codes, descriptions, dimensions, finishes and pricing information.
• Update price revisions and approved commercial changes.
• Ensure that old or incorrect pricing is not used in quotations.
• Coordinate with the concerned department whenever there is any doubt regarding product specifications or pricing.
• Maintain a reference database for frequently quoted products.

H. Documentation & Filing

• Maintain systematic records of quotations, orders, customer documents and sales correspondence.
• Maintain soft copies of important sales documents in designated folders.
• Ensure proper naming and filing of documents.
• Retrieve previous quotations and customer records whenever required.
• Maintain confidentiality of customer, pricing and company information.
• Ensure that important documents are not misplaced or deleted.

I. Sales Reports to Management

Prepare and submit reports as required by the Sales Manager / Business Head, including:

• Daily Sales Report
• Monthly Sales Report
• Enquiry Report
• Quotation Report
• Pending Quotation Report
• Order Status Report
• Customer-wise Sales Report
• Salesperson-wise Sales Report
• Product-wise Sales Report
• Pending Follow-up Report
• Conversion / Quotation Status Report
• Other sales MIS reports as required

3. Coordination with Other Departments

The Sales Coordinator will act as an important coordination point between the Sales Team and other departments.

The role may involve coordination with:

Sales Team Accounts Operations Warehouse Dispatch / Logistics Management

The employee should ensure that information is communicated accurately and promptly between relevant departments.

4. Key Performance Areas (KPIs)

Performance will primarily be evaluated based on:

1. Quotation Accuracy
   • Accuracy of product details, quantities, pricing, discounts and taxes.
2. Quotation Turnaround Time
   • Timely preparation and submission of quotations.
3. Sales Data Accuracy
   • Accuracy and completeness of Excel reports and MIS.
4. Follow-Up Tracking
   • Proper monitoring of pending enquiries and quotations.
5. Order Processing Accuracy
   • Correct documentation and timely coordination of confirmed orders.
6. Reporting Discipline
   • Timely submission of daily, weekly and monthly reports.
7. Documentation
   • Proper maintenance and retrieval of sales records.
8. Internal Coordination
   • Effective coordination with Sales, Accounts, Operations, Warehouse and Management.
9. Response Time
   • Prompt response to sales team and customer requirements.
10. Data Confidentiality
    • Proper handling of customer information, pricing and company data.

5. Required Skills & Competencies

Technical Skills

• Strong knowledge of MS Excel is mandatory.
• Good knowledge of MS Word.
• Good knowledge of Outlook / professional email communication.
• Knowledge of Google Sheets will be an advantage.
• Experience with ERP / CRM software will be an advantage.
• Good typing and data-entry skills.
• Ability to prepare professional quotations.
• Ability to maintain and analyse sales data.
• Knowledge of Pivot Tables and Excel formulas preferred.

Behavioural Competencies

• Strong attention to detail.
• Excellent organisational skills.
• Good follow-up skills.
• Ability to handle multiple tasks simultaneously.
• Good communication and interpersonal skills.
• Ability to work under pressure and meet deadlines.
• Proactive approach to work.
• Strong sense of responsibility and ownership.
• Accuracy and confidentiality.
• Ability to coordinate effectively with different departments.
• Problem-solving attitude.
• Willingness to learn products and business processes.

6. Educational Qualification

Minimum Qualification:
Bachelor's Degree in B.Com / BBA / BBM / BA / any relevant discipline.

Candidates with a diploma or relevant sales administration experience may also be considered based on skills and experience.