Key Account Manager (Inside Sales)

 A. Existing Account Management and Retention  The Key Account Manager shall be responsible for maintaining and strengthening relationships with existing schools, colleges, and institutional clients.

1. Responsibilities include:  Act as the primary point of contact for assigned institutions.
2. Maintain regular communication with school administrators, principals, purchase teams, and other key decision-makers.
3. Build long-term relationships with institutions to ensure client retention.
4. Understand each institution’s expectations, annual uniform requirements, timelines, and concerns.
5. Maintain an account-wise calendar for renewals, measurement schedules, order planning, and delivery timelines.
6. Proactively follow up with institutions before each academic cycle.
7. Identify accounts at risk and inform management early.
8. Ensure that existing institutions continue their relationship with Gubbacci year after year.
9. Collect feedback from institutions and share important insights with management.
10. Represent Gubbacci professionally in all school and institutional interactions.

B. Contract Renewal and Commercial Coordination  The Key Account Manager shall support annual renewal discussions and ensure that commercial terms are followed up and documented properly.

1. Responsibilities include:  Track contract renewal dates for assigned institutions.
2. Initiate renewal discussions well before the next academic year.
3. Coordinate with management regarding pricing, product lists, timelines, and commercial terms.
4. Support discussions related to approved price revisions where applicable.
5. Follow up with institutions for confirmation of renewal.
6. Coordinate collection of signed contracts, MoUs, addendums, or confirmation emails.
7. Ensure that all commercial commitments are approved by management before being communicated.
8. Maintain proper documentation of renewal status, pricing discussions, and agreed terms.
9. Coordinate with the accounts team where required for billing, outstanding payments, or commercial clarifications.
10. Avoid making unauthorized commitments regarding discounts, credit periods, delivery dates, or special terms.

C. Coordination for Existing Institutional Accounts  The Key Account Manager shall coordinate with internal teams to ensure that institutional requirements are communicated clearly and executed on time.

1. Responsibilities include:  Coordinate with schools to collect annual student strength, class-wise requirements, product lists, and expected timelines.
2. Coordinate with the measurement team to plan measurement dates and schedules.
3. Confirm measurement dates, venue, timing, and student batches with school administration.
4. Share school-specific information with the measurement team in advance.
5. Coordinate with the merchandising team for product details, samples, size sets, and SKU-level requirements.
6. Coordinate with warehouse and operations teams regarding account-wise planning, stock readiness, packing, and delivery timelines.
7. Ensure that internal teams receive complete and accurate information from the institution.
8. Track pending information from schools and follow up until received.
9. Escalate delays, risks, or communication gaps to management in a timely manner.
10. Ensure smooth coordination across departments for assigned accounts.

D. New Lead Generation  The Key Account Manager shall actively identify potential new schools, colleges, preschools, institutions, and corporate uniform opportunities.

1. Responsibilities include:  Identify new potential institutional clients through market visits, referrals, existing school networks, online research, and local knowledge.
2. Collect basic information about potential leads, including institution name, location, decision-maker details, student strength, current vendor, and estimated uniform requirement.
3. Identify opportunities in nearby schools, colleges, coaching institutions, preschools, universities, and corporates.
4. Maintain a structured list of new leads in Zoho CRM.
5. Share qualified leads with the sales team for follow-up and conversion.
6. Coordinate with the sales team for introductions where required.
7. Support the sales team with background information about the lead.
8. Attend meetings with the sales team when required by management.
9. Track the status of leads passed to the sales team.
10. Ensure that lead generation efforts are professional and aligned with Gubbacci’s standards.

E. Coordination with Sales Team  The Key Account Manager shall work closely with the sales team for both existing account growth and future business opportunities.

1. Responsibilities include:  Share new institutional leads with the sales team in a timely manner.
2. Provide all available background information about the lead.
3. Coordinate smooth handover of leads to the sales team.
4. Support the sales team in meetings where existing relationships or account knowledge may be useful.
5. Inform the sales team about upselling or cross-selling opportunities in existing accounts.
6. Support account expansion opportunities such as shoes, socks, accessories, sportswear, bags, or other uniform-related products.
7. Coordinate with the sales team when an existing client has potential for additional business.
8. Ensure clear communication so that clients do not receive duplicate or confusing communication from multiple team members.
9. Participate in internal sales/account review meetings when required.
10. Help ensure that new clients acquired by the sales team are smoothly transitioned into account management.

F. Zoho CRM Responsibilities  The Key Account Manager shall maintain all account and lead-related information accurately in Zoho CRM.

1. Responsibilities include:  Update all assigned institution details in Zoho CRM.
2. Maintain accurate contact details of principals, administrators, purchase heads, accounts teams, and decision-makers.
3. Record calls, meetings, follow-ups, and important communication with institutions.
4. Update contract renewal status and follow-up dates.
5. Enter new institutional leads into Zoho CRM.
6. Update lead status and next action dates.
7. Track account-wise opportunities for renewal, upselling, and expansion.
8. Maintain clear notes so that management and the sales team can understand account status.
9. Ensure that no important account information is maintained only on WhatsApp, personal notes, or memory.
10. Keep CRM data accurate, current, and review-ready.

G. Reporting and Review  The Key Account Manager shall provide timely updates to management regarding account status, renewals, and new leads.

1. Responsibilities include:  Submit weekly updates on assigned accounts.
2. Submit renewal status reports.
3. Submit new lead generation reports.
4. Highlight accounts at risk of non-renewal.
5. Highlight opportunities for account expansion.
6. Report pending information from schools that may delay execution.
7. Attend internal review meetings as required.
8. Maintain proper documentation of key account discussions.
9. Share market feedback, competitor information, and client expectations with management.
10. Support management with account-wise data whenever required.

4. Key Performance Indicators  Performance may be reviewed based on the following parameters:

1. Retention of existing institutional accounts.
2. Timely renewal follow-up and closure.
3. Quality of relationship with assigned institutions.
4. Accuracy and completeness of Zoho CRM updates.
5. Number and quality of new leads generated.
6. Timely handover of leads to the sales team.
7. Coordination with measurement, merchandising, warehouse, and sales teams.
8. Timely collection of required information from institutions.
9. Account-wise revenue growth and expansion opportunities.
10. Professional communication and ownership.

5. Departments to Coordinate With  The Key Account Manager will regularly coordinate with:

1. Management / Leadership Team
2. Sales Team
3. Measurement Team
4. Merchandising Team
5. Warehouse and Operations Team
6. Inventory Team
7. Accounts / Finance Team
8. Digital / Online Store Team, if required

6. Authority and Limitations  The Key Account Manager may communicate with assigned institutions on behalf of Gubbacci.

However, the employee shall not independently approve or commit to the following without management approval:

1. Special discounts.
2. Major price changes.
3. Credit terms.
4. Contractual terms.
5. Delivery commitments not confirmed internally.
6. Product changes.
7. Free goods or special exceptions.
8. Any financial commitment on behalf of the company.

7. Confidentiality  The employee shall maintain confidentiality of all company and client information, including:

1. Client lists.
2. Pricing details.
3. Contracts and MoUs.
4. Internal margins.
5. School data.
6. Customer data.
7. Vendor details.
8. Business strategy.
9. CRM data.
10. Internal processes.

The employee shall not share confidential information with outsiders, competitors, vendors, or unauthorized individuals.