Office / Sales Administrator roles and responsibilities
An Office / Sales Administrator typically supports both general office operations and the sales team by handling coordination, documentation, and customer communication.
Core office responsibilities
- Manage day‑to‑day office activities such as stationery, consumables, cleanliness, and basic facilities coordination.
- Maintain office filing systems, records, and documentation (physical and digital) in an organized, easily retrievable way.
- Answer and route phone calls, emails, and walk‑in enquiries, ensuring quick and professional responses.
- Prepare and update internal reports required by management (daily/weekly/monthly MIS, attendance sheets, basic admin reports).
- Coordinate with other departments like accounts, logistics, and HR for routine administrative tasks.
Sales support and order processing
- Receive and process customer enquiries, quotations, and purchase orders in the ERP/CRM or Excel systems.
- Create and check sales documents such as quotations, proforma invoices, order confirmations, delivery notes, and invoices, ensuring correct pricing and customer details.
- Track order status from order entry to dispatch, follow up with warehouse/logistics, and update customers on delivery dates or delays.
- Monitor stock availability and coordinate with stores or procurement when items are out of stock; suggest alternatives where possible.
- Assist the sales team by preparing presentations, basic sales reports, and maintaining sales trackers.
Customer service and coordination
- Act as a first point of contact for customers for routine queries, product information, and basic technical clarifications (if trained).
- Maintain and update customer master data and contact details in CRM or databases, ensuring accuracy.
- Follow up with customers on quotations, pending orders, payments (if included in role), and feedback after delivery.
- Record and route customer complaints to the right internal team and help track them until resolution.
- Coordinate between sales executives, management, and customers for meetings, demos, visits, or online calls.
Reporting and documentation
- Maintain sales and customer records (enquiries, quotes, orders, invoices, dispatch details) for future reference and audits.
- Generate periodic sales reports such as daily order reports, pending order lists, region‑wise or product‑wise sales summaries.
- Support management with basic analysis like sales trends, key customer performance, or ageing of pending orders (often using Excel).
- Keep documentation updated for special or key accounts that may have unique processes, pricing, or delivery requirements.
Skills typically required
- Strong communication skills (English plus local language, e.g., Tamil for Coimbatore) for dealing with customers and internal teams.
- Good computer skills: MS Office (especially Excel), email, and familiarity with CRM/ERP systems.
- Attention to detail for accurate order entry, pricing, and documentation.
- Time management and ability to handle multiple enquiries and orders at the same time.
- Customer‑oriented attitude and problem‑solving mindset to support the sales team effectively.
Pay: ₹12,500.00 - ₹18,500.00 per month
Benefits:
Work Location: In person
