JOB DESCRIPTION SALES COORDINATOR / INSIDE SALES Function: Sales Reports To: National Sales Manager Key Interfaces: Regional Sales Managers Operations Finance Shipping Supply Chain Service and Intercompany Teams Experience: 35 Years Education: Engineering Graduate / Diploma in Engineering Industry Experience: Manufacturing / Industrial Products Mandatory Works closely with: Regional Sales Managers (RSMs) Operations Finance Shipping Supply Chain Service R&D; and relevant Maxcess intercompany teams. The role is expected to function as the central coordination point between the field sales team customers and internal operations ensuring that commercial commitments made by the GTM team are translated into accurate and timely execution. ROLE PURPOSE The Sales Coordinator / Inside Sales position is responsible for supporting the Maxcess GTM team through the complete sales-order cycle from customer enquiry and quotation through order processing intercompany coordination delivery and post-sales support. The role will work closely with the National Sales Manager and Regional Sales Managers and act as an significant coordination point between customers the sales team Operations Finance Shipping and Maxcess intercompany locations. The position will also be responsible for maintaining accurate ERP and sales data and preparing weekly and monthly sales reports to support business reviews and decision-making. KEY RESPONSIBILITIES 1. Customer Enquiries & Quotations Handle customer enquiries particularly for spare parts and standard products. Prepare accurate and timely quotations based on customer requirements and inputs from the sales team. Prepare product costing including costing/configuration based on customer requirements. Prepare and issue Proforma Invoices to customers as required. Support Regional Sales Managers with quotations commercial information and customer followups. Coordinate internally to obtain pricing availability lead time and other information required for quotations. 2. Sales Order Management Review customer Purchase Orders against approved quotations and commercial terms before order processing. Process Sales Orders accurately in the ERP system. Maintain and regularly update the POSO Tracker. Prepare and process sample orders replacement orders and Delivery Notes. Coordinate approvals related to customer POs sample orders replacements Delivery Notes and Credit Notes. Release internal Work Orders for products requiring local assembly. Ensure all necessary documentation and approvals are completed before order execution. 3. Intercompany Order & Supply Coordination Process purchase/intercompany orders with Maxcess group companies. Coordinate and follow up with intercompany teams regarding order acknowledgement availability and delivery schedules.
Manage monthly shipment consolidation in coordination with intercompany locations. Track incoming shipments and proactively identify potential delays. Communicate confirmed or revised delivery dates to customers and the respective RSMs. Upon receipt of shipments provide the required PO/order information to the Shipping team for customer dispatch. 4. Customer Coordination & Post-Sales Support Act as an inside-sales coordination point for customers after receipt of an order. Maintain regular communication with customers regarding order status and expected delivery. Respond to customer queries related to orders documentation and deliveries. Coordinate internally to resolve customer concerns and order-related issues. Support customer Vendor Registration and related documentation requirements. Maintain professional and timely communication with customers throughout the order cycle. 5. Commercial & Finance Coordination Coordinate with customers and the Finance team for outstanding payment follow-ups. Process Credit Notes after obtaining necessary approvals. Ensure commercial documentation is complete and consistent with customer POs and internal approvals. Highlight commercial discrepancies overdue payments or documentation issues to the appropriate Sales/Finance stakeholders. 6. Inventory & Product Coordination Manage and monitor stock and maintain accurate stock-related information. Coordinate stock availability with Sales and Operations. Support planning and execution of stock requirements based on sales needs. Support local assembly requirements by releasing and following up on internal Work Orders. 7. Sales Reporting & MIS Prepare and submit weekly sales reports. Prepare monthly sales reports and management presentations (PPT). Maintain accurate sales order and customer information for management reporting. Prepare and maintain the NPD Report. Maintain and update the POSO Tracker. Provide data and analysis required by the National Sales Manager and RSMs for sales and business reviews. 8. ERP & Process Improvement Ensure accurate and timely entry of quotations orders and related commercial information into the ERP system. Maintain high standards of data accuracy and completeness. Identify opportunities to simplify or automate quotation order-processing tracking and reporting activities. Support the transition and adoption of new ERP/CRM processes as required.
QUALIFICATIONS & EXPERIENCE Mandatory Engineering Graduate or Diploma in Engineering Mechanical Production Industrial Electrical Electronics or related discipline. 35 years of relevant experience in a manufacturing or industrial products company. Experience in Inside Sales Sales Coordination Sales Operations or Order Management. Hands-on experience working with an ERP system is mandatory. Experience preparing quotations and processing customer sales orders. Good understanding of Purchase Orders Sales Orders Proforma Invoices Delivery Notes and Credit Notes. Good working knowledge of Microsoft Excel and PowerPoint. Experience preparing weekly/monthly sales and MIS reports. Preferred Working knowledge of Tally Prime will be an advantage. Experience with CRM systems. Experience working with multinational manufacturing companies and intercompany orders. Exposure to imported industrial products/components and shipment coordination. Experience supporting field sales teams/RSMs in a B2B industrial environment. KEY COMPETENCIES Customer Orientation Understands customer requirements and responds promptly and professionally. Attention to Detail High degree of accuracy while handling quotations POs orders pricing and commercial documents. Ownership & Follow-through Takes responsibility for an order from receipt through execution and delivery rather than simply passing information between functions. Coordination Skills Able to work effectively with Sales Operations Finance Shipping and international/intercompany teams. Commercial Awareness Understands basic pricing payment terms taxes delivery terms and commercial documentation. Planning & Prioritization Capable of managing multiple quotations orders and customer requirements simultaneously. Data & Systems Orientation Comfortable working with ERP systems Excel trackers and management reports. Communication Skills Clear and professional written and verbal communication with customers and internal stakeholders. Continuous Improvement Mindset Looks for opportunities to improve processes ERP usage and reporting efficiency. KEY PERFORMANCE INDICATORS Performance will be measured through: Sales order processing accuracy and turnaround time PO-to-SO documentation accuracy Timely communication of delivery commitments Accuracy and maintenance of the POSO Tracker Timeliness and accuracy of weekly/monthly sales reports Customer query resolution and responsiveness Timely intercompany order follow-up Payment follow-up effectiveness ERP data accuracy and compliance Reduction in avoidable order-processing errors Contribution to ERP and sales-process improvements