Here's the same charter reworked for a non-CRM setup — using manual trackers (Excel/Google Sheets, WhatsApp/calls, and daily reporting discipline) instead of software automation.
Role: Lead Response & Follow-Up Coordinator (Manual System)1. Lead Response ManagementMetricTargetLead assignmentWithin 10–15 minutes of lead coming in (via WhatsApp group / call / shared sheet)First contactWithin 1 hour (max 4 hours after-hours)Unassigned leadsCoordinator manually checks lead-source inbox/sheet every 30 min during work hours
- Every incoming lead (from calls, walk-ins, portals, referrals, ads) gets logged into a Master Lead Sheet immediately — no lead exists until it's on the sheet.
- Coordinator manually assigns to a rep and notifies them directly (call/WhatsApp) — don't rely on reps checking the sheet themselves.
2. Follow-Up Discipline (Most Critical — manual version)
Since there's no auto-alert system, this becomes the coordinator's core daily task:
- Daily Follow-Up Sheet with columns: Lead Name | Contact | Source | Date Added | Last Contact Date | Next Follow-up Due | Status | Rep Assigned | Remarks
- Every morning, coordinator manually scans the sheet and prepares a "Due Today / Overdue" list for each rep.
- Hard rule: any lead with "Last Contact Date" older than 48 hours gets flagged red and pushed to the rep personally — call them, don't just message.
- End-of-day: coordinator collects updates from each rep (5-min check-in, call, or WhatsApp update) and updates the master sheet personally. Don't wait for reps to self-report in writing — chase actively.
3. Conversion Tracking (manual)
Maintain a simple Funnel Tracker (Excel) updated weekly:
StageCount% Conversion from previous stageTotal LeadsContactedSite VisitQuotation GivenClosed
- Update this every Friday by manually tallying from the Master Lead Sheet.
- Flag stages with the biggest drop-off and discuss with sales team in weekly meeting — e.g., if Site Visit → Quotation is weak, is it pricing, product fit, or slow follow-up?
4. Coordination (without CRM)
Marketing ↔ Sales
- Weekly manual tally of leads by source (ad campaign, referral, walk-in) vs how many converted — a simple pivot table in Excel works fine.
- Flag to marketing if a source is generating high volume but low quality (many leads, few site visits).
Sales ↔ Management
- Daily WhatsApp/email flash update to management: leads received, assigned, contacted, and any overdue (48h+) leads with rep names.
- Weekly printed/emailed pipeline summary — no dashboard needed, just a clean one-page sheet.
Data Discipline (replacing "CRM discipline")
- Each rep updates their portion of the Master Sheet by end of day — coordinator physically checks this daily, not just trusts it's done.
- Coordinator does a weekly audit: missing follow-up dates, blank remarks, leads with no status update in 3+ days.
- Non-updated leads become a personal follow-up conversation with that rep — this is the enforcement mechanism replacing automated alerts.
KPIsKPITargetLead response time< 1 hourFollow-up compliance100% (0 leads >48h untouched)Sheet update compliance100% daily, verified by coordinatorLead → Site Visit %Tracked weekly, improve QoQSite Visit → Closure %Tracked weekly, improve QoQAuthority
- Can call out any rep directly for a lead sitting untouched past 48 hours.
- Can escalate to management same-day if a rep repeatedly misses follow-ups or sheet updates.
- Owns and controls the Master Lead Sheet — no one else edits stage/status without notifying coordinator.
The main shift without CRM: the coordinator becomes the tracking system. Every automated alert above gets replaced by a manual daily habit — checking the sheet, calling reps, chasing updates. That's why this role is more demanding without CRM; discipline depends entirely on the person, not the software.
Job Types: Full-time, Permanent
Pay: ₹25,000.00 - ₹40,000.00 per month
Work Location: In person
