Senior Sales Coordinator

SALES & OPERATIONS COORDINATOR – JOB DESCRIPTIONCompany: K9 Warriors Pvt. Ltd.

Position: Sales & Operations Coordinator

Department: Sales & Operations

Experience Required: Minimum 2 Years

KEY RESPONSONSIBILITIES• Support the Sales and Operations teams in managing day-to-day business activities and client requirements.

• Prepare and manage Quotations, Proforma Invoices, Purchase Orders (PO), Sales Orders (SO), Work Orders, and other commercial documents.

• Review Purchase Orders received from clients and verify product details, quantity, pricing, GST, delivery terms, payment terms, and other commercial conditions.

• Create and process Sales Orders against confirmed client Purchase Orders and coordinate further execution.

• Prepare professional quotations according to client requirements, approved pricing, specifications, and commercial terms.

• Follow up with clients regarding quotations, approvals, Purchase Orders, payments, dispatches, deliveries, and pending documentation.

• Provide complete backend and coordination support to the Sales team for enquiries, quotations, orders, client follow-ups, and order closures.

• Maintain proper records and trackers for enquiries, quotations, POs, SOs, invoices, payments, dispatches, and outstanding orders.

• Coordinate with Accounts for invoicing, GST documents, payment status, outstanding payments, credit notes, and reconciliation requirements.

• Coordinate with Procurement and Vendors regarding product availability, pricing, purchase requirements, dispatch schedules, and delivery timelines.

• Coordinate with Logistics for transportation, dispatch, delivery challans, e-way bills, LR details, and proof of delivery.

• Monitor every confirmed order from enquiry stage to quotation, PO, procurement, dispatch, invoicing, delivery, payment, and final closure.

• Coordinate with internal departments including Sales, Operations, Accounts, Procurement, HR, Logistics, and Management.

• Handle client communication through professional emails, calls, WhatsApp, and official correspondence.

• Maintain strong and regular client follow-ups to ensure timely conversion of enquiries and closure of pending orders.

• Support preparation of sales reports, order reports, outstanding reports, client-wise business reports, and monthly MIS.

• Assist in preparing client presentations, price comparisons, product details, commercial proposals, and supporting documents.

• Coordinate manpower, field requirements, deployment-related documentation, attendance, and other operational activities whenever required.

• Support GeM, tender, bid, and procurement-related documentation as assigned by management.

• Assist with vendor quotations, comparative statements, negotiations, and procurement coordination.

• Maintain proper filing and documentation of all commercial and operational records.

OFFICE COORDINATION RESPONSIBILITIES• Coordinate day-to-day office activities and ensure smooth communication between departments.

• Handle routine administrative and office coordination requirements.

• Maintain office records, documentation, correspondence, and follow-up trackers.

• Coordinate meetings, client visits, vendor visits, and internal schedules whenever required.

• Follow up with employees and departments for pending tasks and update management on progress.

• Ensure timely completion of assigned operational and administrative activities.

• Coordinate with vendors and service providers for routine office and operational requirements.

• Support management with reports, data, documentation, and business-related follow-ups.

• Identify operational delays or issues and coordinate with the concerned department for immediate resolution.

SALES SUPPORT RESPONSIBILITIES• Respond to sales enquiries and coordinate with clients for requirement details.

• Share product information, quotations, company profiles, catalogues, and commercial offers with clients.

• Maintain and regularly update the sales enquiry and follow-up database.

• Follow up on open quotations and support the Sales team in converting enquiries into confirmed orders.

• Coordinate with existing clients for repeat orders and upcoming requirements.

• Track sales orders, expected deliveries, outstanding payments, and pending commercial approvals.

• Assist management in preparing sales data, business reports, and customer follow-up reports.

• Maintain professional relationships with existing and prospective clients through timely communication and coordination.

CANDIDATE REQUIREMENTS• Minimum 2 years of relevant experience in Sales Coordination, Operations, Office Coordination, Commercial Coordination, or a similar role.

• Strong practical knowledge of Quotation, PO, SO, Invoice, Proforma Invoice, and Order Processing.

• Good understanding of the complete **Sales Order Cycle