JOB DESCRIPTION Institutional Sales – Order Coordinator Position Details Particular Details Department Institutional / Corporate Sales Designation Sales Order Coordinator – Institutional Sales Reporting To Institutional Sales Head / Sales Manager Location Goregaon Office Annual CTC ₹3,00,000 per annum Job Purpose To ensure smooth, accurate, and timely execution of institutional and corporate orders by coordinating effectively with the Sales, Customer, Production, Purchase, Quality, Packing, Dispatch, and Accounts teams from PO receipt to final delivery. Key Responsibilities 1. Order Management Receive and verify customer Purchase Orders (POs), quotations, and order details. Check product specifications, quantities, pricing, artwork, packaging requirements, delivery schedules, and payment terms. Accurately punch and maintain all approved customer orders in the company’s Odoo ERP system as per the customer PO and approved quotation. Prepare and maintain updated order trackers for all institutional orders. Ensure timely processing and execution of orders from PO receipt to final dispatch. Coordinate internally to ensure all order requirements are clearly communicated and understood. 2. Internal Coordination Coordinate with Production, Purchase, Quality, Packing, Dispatch, and Accounts teams for smooth order execution. Regularly follow up on production and material availability to ensure committed timelines are met. Monitor order progress and identify potential delays in advance. Immediately escalate delays, shortages, quality issues, or other critical concerns to the Sales Manager / Sales Head. 1 3. Customer Coordination Share order acknowledgements and regular order status updates with customers. Coordinate with customers for artwork, product specifications, approvals, packaging requirements, and delivery instructions. Handle routine customer queries related to order status, dispatch, documentation, and delivery. Maintain professional and timely communication with customers throughout the order cycle. 4. Dispatch & Documentation Coordinate dispatch planning according to customer delivery schedules. Ensure invoices, e-way bills, packing lists, transport details, and other required documents are completed accurately. Coordinate with the Dispatch and Accounts teams for timely documentation and shipment. Share dispatch details, transporter information, and tracking details with customers and the Sales Team. Follow up on deliveries and ensure timely closure of dispatched orders. 5. MIS & Reporting Maintain daily order status and dispatch trackers. Prepare pending order, production, dispatch, and delivery reports. Maintain proper records of POs, quotations, invoices, artwork approvals, dispatch documents, and customer communications. Provide daily / weekly order status reports to the Institutional Sales Head. Ensure all order-related data is updated accurately and on time. Key Result Areas (KRA) KRA Key Responsibility Order Processing & Odoo Management Accurate and timely processing and entry of customer orders in Odoo Order Execution Ensure orders are completed within committed timelines Internal Coordination Effective coordination with all concerned departments Production Follow-up Regular monitoring of production and material readiness Dispatch Management Timely and accurate dispatch with complete documentation Customer Coordination Timely communication and resolution of routine queries MIS & Documentation Accurate and updated order records and reports Issue Escalation Immediate escalation of delays, shortages, and critical issues 2 Key Performance Indicators (KPI) 100% accuracy in PO and order processing. 95%+ orders executed within committed timelines. 100% accuracy in dispatch documentation. Daily order tracker updated and maintained. Timely customer status updates throughout the order cycle. Zero avoidable errors in product, quantity, pricing, packaging, or dispatch documentation. Timely and accurate entry of approved orders in Odoo ERP. Timely escalation of production, quality, or dispatch delays. Proper and complete maintenance of institutional order records. Timely closure of dispatched orders and delivery follow-ups. Required Skills Strong coordination and follow-up skills. Good communication and interpersonal skills. Good knowledge of MS Excel and MIS reporting. Basic working knowledge of Odoo ERP will be preferred. Ability to manage multiple orders and priorities simultaneously. Strong attention to detail and accuracy. Good understanding of PO, quotation, invoice, production, dispatch, and delivery processes. Ability to coordinate effectively with cross-functional teams. Good problem-solving and time-management skills. Professional approach towards customer communication. Preferred Industry Experience Experience in Institutional Sales, Corporate Gifting, Manufacturing, FMCG, Consumer Products, or Order Management will be preferred. Desired Experience 2–5 years of relevant experience in Order Management, Sales Coordination, Institutional Sales, Customer Coordination, or a similar role. Role Objective “Ensure every institutional order moves smoothly from PO to delivery — on time, accurately, and with complete coordination.” 3
Pay: ₹25,000.00 - ₹31,318.16 per month
Work Location: In person
