Position Summary

The International Sales Operations Executive will serve as the single point of contact (SPOC) for all overseas distributors. The primary responsibility of this role is to ensure seamless communication between international distributors and various internal departments, ensuring timely quotations, order processing, regulatory documentation, service support, and commercial coordination.

This role requires excellent communication, organizational, and coordination skills to maintain high customer satisfaction while supporting the company's international growth.

Key ResponsibilitiesDistributor Relationship Management

- Act as the primary contact for all assigned overseas distributors.
- Build and maintain strong skilled relationships with distributors.
- Respond promptly to distributor enquiries.
- Ensure timely communication regarding pricing, product availability, delivery schedules, and commercial updates.
- Maintain regular follow-ups to ensure distributor satisfaction.

Sales Coordination
- Prepare and issue quotations for capital equipment, accessories, consumables, spare parts, and service requirements.
- Coordinate revisions to quotations whenever required.
- Follow up on submitted quotations to maximize conversion.
- Maintain complete records of quotations and commercial discussions.
- Coordinate order confirmations and handover to the operations team.

Internal Cross-Functional Coordination

Coordinate with:

Regulatory Department

- Product registrations
- Regulatory documentation
- Product certifications
- Country-specific compliance documents

Service Department
- Service requests
- Technical support requirements
- Spare part enquiries
- AMC proposals
- Warranty-related issues

Senior Sales Team
- Commercial approvals
- Pricing approvals
- Strategic opportunities
- Distributor development plans
- Market expansion initiatives

Production & Planning
- Delivery schedules




- Production timelines
- Product availability

Logistics & Export Team
- Shipment planning
- Export documentation
- Dispatch schedules
- Shipping updates

Distributor Support

Assist distributors with:

- Product documentation
- Catalogues
- User manuals
- Marketing material
- Training schedules
- Product launch information
- Price lists
- Sample requests

CRM & Documentation
- Update CRM with all distributor interactions.
- Maintain quotation database.
- Track enquiries from receipt to closure.
- Maintain distributor communication records.
- Prepare weekly sales activity reports.
- Maintain distributor contact database.
- Track pending actions across departments.

Sales Follow-up
- Follow up on pending quotations.
- Monitor distributor purchase plans.
- Coordinate repeat orders.
- Ensure timely responses to all enquiries.
- Escalate unresolved issues appropriately.

Performance Monitoring

Track and report:

- Enquiry response time
- Quotation turnaround time
- Order conversion ratio
- Pending quotations
- Distributor satisfaction
- Open service cases
- Regulatory pending items
- Order fulfilment status

Key Performance Indicators (KPIs)
- Quotation turnaround time ≤ 24 hours (where technically feasible)
- Distributor response time ≤ 4 working hours
- CRM update compliance: 100%
- Quotation accuracy: >99%
- Zero missed distributor communication
- Weekly distributor follow-up completion
- On-time coordination of regulatory and service requests




- Distributor satisfaction score
- Reduction in pending action items

Required SkillsTechnical Skills
- Excellent Microsoft Excel and PowerPoint skills
- ERP/CRM experience (SAP, Zoho CRM or equivalent)
- Knowledge of international sales documentation
- Basic understanding of export procedures
- Commercial quotation preparation
- Document management

Soft Skills
- Excellent verbal and written English communication
- Robust interpersonal skills
- High attention to detail
- Strong organizational ability
- Ability to multitask under pressure
- Professional customer handling
- Time management
- Problem-solving mindset
- Ownership and accountability

Preferred Qualifications
- Bachelor's degree in Business Administration, Commerce, Life Sciences, Engineering, or a related field.
- 2–5 years of experience in international sales coordination, export sales support, or customer success.
- Experience in the medical device or healthcare industry will be an advantage.

Authority

The role is authorized to:

- Communicate directly with all overseas distributors.
- Prepare and issue commercial quotations within approved pricing guidelines.
- Coordinate internally with all departments for distributor requirements.
- Escalate commercial, regulatory, or operational issues to the Director when necessary.

Success in This Role

A successful International Sales Operations Executive will:

- Become the trusted point of contact for every overseas distributor.
- Ensure that no enquiry remains unanswered.
- Drive fast turnaround on quotations and requests.
- Coordinate internal teams effectively to deliver timely solutions.
- Improve distributor satisfaction through proactive communication.
- Enable the sales leadership team to focus on business development by efficiently managing day-to-day distributor operations.

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📌 International Sales Operations Executive (Pune)
🏢 Manman
📍 Pune