OFFICE COORDINATOR – SALES & ADMINISTRATION
Experience: Experienced candidates preferred
Job Description
We are looking for a responsible, organised, and experienced Office Coordinator – Sales & Administration to support the smooth functioning of our day-to-day office, sales coordination, customer communication, documentation, and administrative activities.
The selected candidate will act as an important link between the company, its customers, sales team, logistics partners, and internal departments, ensuring timely communication, proper documentation, systematic follow-ups, and efficient coordination.
Candidates with prior experience in Sales Coordination, Sales Support, Customer Coordination, Back-Office Sales, or Order Processing will be given priority.
Candidates with good written and spoken English will be preferred, as the role involves regular communication with customers, buyers, logistics agencies, and other business associates through email, telephone, and WhatsApp.
Key Responsibilities
- Handle day-to-day office administration and coordination activities efficiently.
- Coordinate with customers, sales team, accounts, dispatch, logistics agencies, and other related departments to ensure smooth processing of orders.
- Act as a bridge between the company and its customers, ensuring timely communication and professional handling of customer requirements.
- Assist in sales coordination, including receiving and processing orders, communicating order status, following up on pending matters, and maintaining customer records.
- Prepare and maintain business and commercial documents such as:
- Commercial Invoices
- Proforma Invoices
- Packing Lists
- Quotations and related sales documents
- Dispatch and courier documentation
- Send documents to customers and maintain proper digital and physical records for easy retrieval and future reference.
- Inform customers about courier/dispatch tracking details, particularly for original documents and important shipments.
- Communicate and follow up with courier companies, transporters, freight forwarders, and logistics agencies for dispatches and required documentation.
- Coordinate between various internal departments to ensure orders, documents, dispatches, and customer requirements are completed on time.
- Follow up with customers/buyers regarding outstanding payments and payment schedules in a polite and professional manner.
- Draft professional emails, letters, quotations, and routine business correspondence.
- Maintain customer databases, order records, follow-up sheets, MIS reports, and other office records.
- Assist senior management with reports, correspondence, documentation, presentations, and other coordination work as required.
- Candidates having knowledge or previous experience in Export Documentation will have an added advantage.
Skills & Qualifications Required
- Good knowledge of Advanced MS Excel, MS Word, PowerPoint, PDF handling, email, and general computer applications Is a must
- Good command of written and spoken English will be preferred.
- Strong communication, coordination, and follow-up skills.
- Should be soft-spoken, polite, professional, and comfortable dealing with customers and business associates.
- Ability to write clear and professional emails and business communications.
- Good organisational skills with the ability to maintain accurate records and manage multiple tasks.
- Must be responsible, systematic, and capable of independently following up on assigned work until completion.
- Candidates with previous experience in Sales Coordination / Sales Support / Customer Coordination / Order Processing / Back-Office Operations will be given priority.
- Knowledge of export documentation, logistics, shipping, commercial invoices, packing lists, and related documentation will be an added advantage.
- Should be willing to learn new software, systems, processes, and skills as required by the organisation.
Preferred Candidate Profile
We are looking for a stable, mature, responsible, and long-term candidate who can take ownership of office and sales coordination responsibilities and grow with the organisation.
Prior experience in Sales Coordination will be given priority.
Good written and spoken English will be preferred.
Candidates may be preferred, subject to suitability, experience, skills, and the requirements of the role.
The final salary will be determined based on the candidate’s experience, communication skills, computer proficiency, sales coordination experience, and overall suitability for the position.
Pay: ₹15,425.00 - ₹26,716.00 per month
Work Location: In person
