US Inside Sales

White Force Outsourcing Services; Mumbai; Hybrid; INR 600,000 - 1,000,000; Full time

Job summary

White Force Outsourcing Services is seeking an experienced Order & Costing Coordinator in Mumbai to manage customer enquiries, quotes, and tender submissions. You will coordinate with Design, Costing, Production, and Logistics to ensure timely order execution and payment follow-ups.

The role requires SAP order processing, CRM usage, and strong communication with customers and sales teams. You will support end-to-end order management, including coordinating with multiple departments to meet

Qualifications

• 5-8 years of work experience; engineering degree mandatory (preferably Electrical).
• Prior costing and sales support experience preferred, especially tender submission.
• Must communicate clearly with customers and sales teams via email without ambiguity.
• Basic knowledge of Excel and PowerPoint; CRM exposure advantageous.
• Willingness to work with US time zone from office/home and provide support as needed.

Responsibilities

• Analyze customer enquiries and tenders; prepare tender documentation and quotations.
• Manage end-to-end order process from enquiry to order booking in SAP; coordinate with Design, Costing, Production and Logistics.
• Prepare and share quotations to customers and sales managers; follow up to gather feedback and approvals.
• Coordinate with production planning and QC for updates on manufacturing status; share progress with logistics.

Skills

Customer communication

Excel

PowerPoint

CRM familiarity

SAP

Coordination

US time zone alignment

Education

Engineering degree

Tools

SAP

CRM

Excel

PowerPoint

Job description

Order Management: Review Purchase Orders (PO) against quotations for consistency in pricing, quantity, delivery timelines, payment terms, and product specifications, Send

PO acknowledgment to the customer, Raise metal booking requests in the portal and coordinate with the production planning team for manufacturing clearance.

Quotation Management & Follow-Up: Prepare and finalize quotations based on customer requirements, Understand all critical commercial terms and conditions for

quotation. Share the quotation with customers / sales managers, Follow up with customers and the sales team to gather feedback, resolve queries, and address any multiple

iterations for final quotation approval.

Shipping Documentation & Communication: Coordinate with customers to seek approval for vessel details, ensuring smooth shipping operations,

Prepare and share

commercial documents with customers (Commercial Bill, Certificate of Origin, Packing List, Bill of Lading), Provide customers with weekly shipment status reports and ensure

prompt delivery tracking.

Payment & Invoice Management: Verify payment terms and ensure proper action is taken for customer payments, Share billing invoices with customers' payment teams and

follow up on payments as required, Follow up with the customer when the invoice is due and ensure timely collections.

Customer Meetings & Communication: Schedule and participate in customer meetings to discuss submitted offers and ongoing Orders to ensure higher conversion and

timely delivery respectively. Maintain regular communication with customers to update them on order status and resolve any issues that may arise.

External Customers, Design team, Production team, Commercial, Logistics, Dispatch, Accounts, Sales team

Education

5-8 years of work experiance, engineering degree is a must preferably electrical engineering. Prior costing and sales support experience will be added advantage specially in

submiting tenders.

Key Skill Sets and Work Experience Required

Must be able to communicate with customer and sales team on his own and without any ambiguity on email.

Should have basic knowledge of excel and PPT; prior exposure to CRM or any other software will be preferred.

Must be supportive in non-working hours and flexible enough to accommodate communication as per US time zone - 9 am to 4 pm (from office) & 9 pm to 11 pm (from

home)

The employee will be responsible for providing technical and operational support to the sales team, ensuring seamless coordination across various departments, and

managing the end-to-end process from customer inquiry to order booking. This role involves creating managing enquiries, liaisoning with internal teams (Design, Costing,

Production and Logistics), doing costing, preparing quotations, and customer coordination to ensure maximum conversion and customer satisfaction.

Once the enquiry is converted into an Order, the employee will be managing end-to-end Order execution process starting from Sales order making in SAP to collection of

payment from the customer involving coordination with internal teams (Sales, Design, Production, QC, Logistics, Commercial). He will ensure timely order fulfillment,

providing regular updates to customer, tracking shipment, tracking payment receipt and handling all other related post order activities for ensuring smooth closure of order.

Also needs to handle customer complaints and coordinate with various teams for speedy resolution.

Job Description

Customer Enquiry Management: Analyze and assess the technical details of customer enquiries/tenders, prepare tender documentation, maintain CRM database, Prepare

and send formal offers and quotations to customers based on design specifications, costing, metal hedging and delivery timelines. Coordinate with the design team for GTP

(General Technical Parameters) and BOM (Bill of Materials) preparation, Coordinate with the costing team for pricing information.

Self Motivated, passionate and desire to achieve new heights is a must

Key Relationships

MIS and Reporting: Provide all kinds of sales reports and MIS to sales sales team and management. Ensure that all necessary vendor registration documents are completed

and submitted. Ensure timely follow-up on Proof of Delivery (POD) with logistics and share with the customer. Maintain up-to-date records of customer orders, shipments,

payments, and complaints.

Coordination with Production planning and QC: Follow up with Production and Quality Control (QC) teams for updates on manufacturing status, Provide regular updates to

logistics on production timelines and container planning as per the JCD. Raise timely inspection calls and ensure timely dispatch.

Order Management: Review Purchase Orders (PO) against quotations for consistency in pricing, quantity, delivery timelines, payment terms, and product specifications, Send

PO acknowledgment to the customer, Raise metal booking requests in the portal and coordinate with the production planning team for manufacturing clearance.

Technical Support:

Provide technical support to the sales team for sample approvals and customer queries, Review and check design data sheets for accuracy and alignment

with customer requirements, Raise sample preparation requests and ensure customer specifications are met.

Costing & Tenders:

Should be able to do costing of standard items from BOM made available by design team; should be able to incorporate loading in costing for different

T&C of quotation such as payment terms, agent commission, variation due to RM price changes, freight calculations etc. The employee shall be involved in bidding tenders

and providing all the required details inlcuding price bids to submit a complete and accurate tender of the Utility (Electrical Distribution Company)

Sales Order Management:

Prepare Sales Orders (SO) in SAP based on customer orders and specifications, Coordinate with the design team for the release of PDS (Product

Data Sheets) for customer approval, Share SO details with the Production team and ensure a firm Job Completion Date (JCD) is confirmed. Process new customer code

creation as per internal procedures

5-8 years of relevant Job experience will be preferred specially in product costing, tender submission and order execution