Job description:
Job Description
Position: Sales Coordinator – USA Operations
Department
Sales Operations
Shift Timing
07:30 PM to 04:30 AM (IST)
(Night Shift aligned with USA Business Hours)
Position Summary
The Sales Coordinator – USA Operations will serve as the primary operational bridge between the USA Sales Team and the Manufacturing Unit in India. This role is responsible for managing the complete order lifecycle, ensuring seamless coordination between customers, the USA sales team, production planning, manufacturing, quality, logistics, and dispatch departments.
The ideal candidate will ensure timely order execution, accurate communication, proactive follow-ups, and exceptional customer service by providing real-time updates to the USA Sales Team. This position plays a critical role in ensuring customer commitments are fulfilled accurately and on time.
Key Responsibilities
1. Complete Order Lifecycle Management
- Manage the entire order cycle from order confirmation through final dispatch.
- Create and process customer orders in ERP/Order Management System.
- Verify order details, specifications, pricing, delivery commitments, and special customer instructions.
- Ensure complete accuracy before releasing orders to production.
- Monitor every order until successful fulfillment.
2. Order Placement & Production Coordination
- Coordinate order placement with the manufacturing team.
- Raise internal work orders.
- Coordinate with PPC (Production Planning & Control).
- Ensure production schedules align with customer delivery commitments.
- Follow up daily with manufacturing departments.
- Escalate delays immediately to management.
3. Cross Functional Coordination
Coordinate with:
- Manufacturing
- Production Planning (PPC)
- CAD Department
- Jewelry Designers
- Procurement
- Inventory Team
- Diamond Department
- QC Department
- Dispatch Team
- Export Documentation Team
Ensure every department completes assigned activities within agreed timelines.
4. USA Sales Team Support
Act as the single point of coordination for the USA Sales Team by:
- Providing real-time production updates.
- Sharing expected completion timelines.
- Resolving operational queries.
- Supporting urgent customer requirements.
- Communicating production constraints proactively.
- Assisting with order prioritization.
Maintain continuous communication during USA business hours.
5. Customer Order Tracking
Track every order through stages including:
- Order Received
- Order Review
- Approval Pending
- Design Approval
- Production Planning
- Manufacturing
- Quality Check
- Final QC
- Packing
- Dispatch
- Shipment
- Delivery Confirmation
Maintain complete visibility of order status.
6. Approval Management
Coordinate approvals related to:
- Customer Design Approval
- CAD Approval
- Stone Approval
- Price Approval
- Production Approval
- Shipment Approval
Ensure no order proceeds without required approvals.
7. Factory Follow-up
Daily coordination with production teams regarding:
- Manufacturing progress
- Bottlenecks
- Delays
- Material shortages
- Production capacity
- Quality concerns
Drive timely completion of all customer commitments.
8. Order Fulfillment
Ensure:
- Products are manufactured according to customer specifications.
- Orders are completed on schedule.
- QC approvals are completed.
- Packaging standards are maintained.
- Dispatch timelines are met.
Coordinate with logistics until shipment completion.
9. Communication Management
Maintain professional communication with:
- USA Sales Team
- Internal Manufacturing Teams
- Production Managers
- Department Heads
- Logistics Team
Ensure information shared is accurate, timely, and complete.
10. Customer Commitment Management
Ensure customers receive:
- Accurate timelines
- Correct product information
- Production updates
- Shipment details
- Delay notifications
- Resolution of operational issues
Maintain high customer satisfaction through transparent communication.
11. MIS & Reporting
Prepare daily reports including:
- Open Orders
- Pending Orders
- Production Status
- Delayed Orders
- Dispatch Status
- Shipment Status
- Critical Orders
- Priority Orders
- Backlog Report
- Exception Report
Share reports with USA Sales and management.
12. Issue Resolution
Identify and resolve operational issues including:
- Production delays
- Material shortages
- Incorrect specifications
- Documentation issues
- Dispatch delays
- Quality concerns
Escalate unresolved issues promptly.
Key Performance Indicators (KPIs)
- Order Processing Accuracy
- Order Completion Within Timeline
- On-Time Delivery %
- Production Follow-up Effectiveness
- Customer Satisfaction
- USA Sales Team Satisfaction
- Average Order Processing Time
- Order Update Response Time
- Number of Escalations
- Order Fulfillment Accuracy
- Communication Effectiveness
- ERP Data Accuracy
Required Skills
Technical Skills
- ERP Systems
- Microsoft Excel (Advanced)
- Microsoft Outlook
- Microsoft Teams
- Google Workspace
- Order Management Systems
- Reporting & MIS
- Production Coordination
Soft Skills
- Excellent Communication Skills
- Strong Coordination Ability for USA clients/International clients
- Time Management
- Multitasking
- Problem Solving
- Attention to Detail
- Customer Service Orientation
- Follow-up Skills
- Ownership Mindset
- Ability to Work Under Pressure
Preferred Experience
- 3–6 years of experience in Sales Coordination, Customer Service, International Sales Operations, or Order Management.
- Experience in the Jewelry, Diamond, Manufacturing, Export, or Luxury Goods industry preferred.
- Experience working with international customers, especially the USA market, is an advantage.
Educational Qualification
- Bachelor's Degree in Business Administration, Commerce, Management, or a related field.
- MBA preferred.
Success Profile
The ideal Sales Coordinator is highly organized, detail-oriented, and proactive, capable of managing multiple orders simultaneously while maintaining excellent communication between the USA Sales Team and the manufacturing facility. They possess strong follow-up skills, a customer-first mindset, and the ability to ensure every order progresses smoothly from placement to final delivery.
Working Conditions
- Night Shift (07:30 PM – 04:30 AM IST)
- Frequent interaction with USA Sales Team
- Coordination with multiple internal departments
- Fast-paced environment with strict customer delivery timelines
Career Progression
- Senior Sales Coordinator
- Sales Operations Executive
- Assistant Manager – Sales Operations
- Manager – Sales Operations
- Customer Success Manager
- International Sales Operations Manager
Benefits:
Pay: ₹45,000.00 - ₹75,000.00 per month
Benefits:
Application Question(s):
- Have you handled international clients before?
- Do you speak fluent English? what would you rate yourself, Beginner, intermediate or fluent speaker?
- What's your current monthly salary?
- what's your notice period?
- Have you worked with any luxury manufacturing or brand before?
Work Location: In person
