Service Coordinator

Zepcruit; Mumbai; On-site; INR 400,000 - 650,000; Full time

Job summary

Zepcruit is seeking an Executive – Service Support to back the Service Department's commercial and operational activities. The role handles invoice processing, order execution, documentation, payment follow-up, and coordination with internal stakeholders to ensure timely service delivery to customers.

Key duties include handling orders, invoices, SAP/Salesforce data, and dispatch documentation, while ensuring accurate filing and proactive communication with customers and internal teams for a

Responsibilities

• Ensure all orders are processed and fulfilled within established timelines.
• Prioritize orders based on urgency, customer status, and delivery deadlines.
• Monitor inventory levels and coordinate with the procurement team for timely replenishment.
• Maintain accurate and up-to-date documentation for all order management processes.
• Prepare and share Invoices, Proforma Invoices, and maintain invoice files.
• Manage Payment Entry/Ledger updates and support outstanding follow-up activities.
• Update all documentation in Salesforce/SAP including quotations, orders, and inquiry records.
• Maintain accurate and systematic filing of customer and commercial documents.
• Respond to customer requests and follow up for resolution.
• Manage Return Requests (Spares & Instruments) and coordinate with relevant teams.
• Share dispatch documents and communicate updates to customers in a timely manner.
• Create Opportunities, prepare Quotations, and ensure accuracy in all commercial documents.
• Track quotation follow-ups, including Proforma Invoice Follow-ups.
• Prepare Sales Orders for AMC & Spares.
• Coordinate docket details, dispatch documents, and ensure timely sharing with customers.
• Liaise with stores, dispatch, and logistics teams for smooth operations.

Job description

The Executive – Service Support will support key commercial and operational activities of the Service Department. The role is responsible for invoice processing, order execution, documentation, payment follow-up, and coordination with internal stakeholders to ensure seamless and timely service delivery to customers.

Major responsibilities:

Order Processing & Efficiency

• Ensure all orders are processed and fulfilled within established timelines.
• Prioritize orders based on urgency, customer status, and delivery deadlines.
• Monitor inventory levels and coordinate with the procurement team for timely replenishment.
• Maintain accurate and up-to-date documentation for all order management processes.

Invoice & Documentation Management

• Prepare and share Invoices, Proforma Invoices, and maintain invoice files.
• Manage Payment Entry/Ledger updates and support outstanding follow-up activities.
• Update all documentation in Salesforce/SAP including quotations, orders, and inquiry records.
• Maintain accurate and systematic filing of customer and commercial documents.

Customer Request & Return Handling

• Respond to customer requests and follow up for resolution.
• Manage Return Requests (Spares & Instruments) and coordinate with relevant teams.
• Share dispatch documents and communicate updates to customers in a timely manner.

Quotation & Opportunity Management

• Create Opportunities, prepare Quotations, and ensure accuracy in all commercial documents.
• Track quotation follow-ups, including Proforma Invoice Follow-ups.
• Prepare Sales Orders for AMC & Spares.

Dispatch & Docket Management

• Coordinate docket details, dispatch documents, and ensure timely sharing with customers.
• Liaise with stores, dispatch, and logistics teams for smooth operations.