We are looking for a confident, well-organized and fluent English-speaking Customer & Project Coordination Executive to manage relationships with existing customers and coordinate the complete process from proposal preparation to order, payment, project material delivery, installation and documentation.

This is primarily a customer relationship and project coordination role, not a conventional field-sales or telecalling position.

The selected candidate will act as an important coordination point between:

Customer ↔ Management / Commercial Team ↔ Production ↔ Implementation / Technical Team ↔ Dispatch The candidate should be comfortable communicating with customers professionally, preparing proposals, following up on commercial matters and ensuring that customer commitments are completed on time.

KEY RESPONSIBILITIES

1. Existing Customer Relationship

- Maintain regular communication with existing customers.
- Understand customer requirements and ongoing project status.
- Respond professionally to customer enquiries.
- Maintain good long-term customer relationships.
- Coordinate customer requirements internally and ensure timely responses.
- Follow up on pending requirements, quotations, orders and projects.
- Identify additional requirements from existing customers and communicate them to the appropriate team.

2. Proposal & Quotation Coordination

- Prepare commercial/technical proposals using information provided by the technical and management teams.
- Coordinate with the technical team for:
- Scope of work
- Product selection
- Technical specifications
- Quantities
- Project requirements
- Prepare and send proposals/quotations to customers.
- Maintain quotation and proposal records.
- Follow up with customers on submitted proposals.
- Coordinate revisions and clarifications.
- Track proposal → negotiation → order conversion.

3. Order Coordination Take ownership of the process after receiving customer confirmation/order.

Coordinate

Customer Order → Internal Order Processing → Production → Dispatch → Installation → Completion

- Verify purchase orders and customer requirements.
- Coordinate order details with the concerned internal team.
- Ensure customer specifications are communicated correctly.
- Track order status.
- Keep customers informed about project progress.
- Escalate delays or issues to management at the appropriate time.

4. Payment Follow-up

- Follow up professionally with customers for pending payments.
- Maintain payment follow-up records.
- Coordinate with Accounts regarding:
- Outstanding payments
- Payment status




- Invoices
- Receivables
- Send payment reminders where required.
- Maintain customer-wise outstanding/payment status.
- Coordinate internally to ensure that payment-related issues are resolved promptly.

The candidate should be comfortable handling payment follow-ups professionally and firmly without damaging customer relationships. 5. Project Material & Delivery Coordination

Ensure that project materials are available and delivered according to committed timelines.

Coordinate with

Customer → Production → Stores → Dispatch → Implementation Team

Responsibilities include

- Check project material readiness.
- Follow up with production for pending items.
- Coordinate dispatch planning.
- Confirm delivery requirements with customers.
- Track courier/transport/dispatch status where applicable.
- Inform customers about dispatch and expected delivery.
- Escalate delays immediately.
- Maintain project delivery status.

6. Installation & Implementation Coordination

- Coordinate installation schedules with customers and implementation teams.
- Confirm site readiness with customers.
- Coordinate engineer/technician visits.
- Follow up on installation completion.
- Track pending implementation activities.
- Coordinate customer feedback after installation.
- Ensure project closure activities are completed.

The candidate does not need to perform advanced technical installation personally but should understand the project sufficiently to coordinate between the customer and technical team. 7. Warranty & Project Documentation

Coordinate and issue/maintain required customer documents such as:

- Warranty Certificates
- Installation Certificates
- Project Completion Certificates
- Delivery documents
- Customer acknowledgement
- AMC-related documentation
- Other project/customer documents as applicable

Ensure documents are prepared accurately and shared with customers on time. 8. Internal Coordination The candidate will act as a mediator/coordinator between the customer and internal teams.

Regular coordination may be required with:

Production

- Material availability
- Manufacturing status
- Delivery timelines

Technical / Implementation
- Installation




- Configuration
- Customer technical requirements
- Project completion

Accounts
- Invoices
- Payments
- Outstanding amounts

Management
- Customer commitments
- Delays
- Escalations
- Commercial matters

The candidate should ensure that customer commitments are clearly communicated internally and internal updates are communicated back to the customer. CUSTOMER COMMUNICATION The candidate will communicate with:

- Existing customers
- Purchase departments
- Accounts departments
- Plant/Engineering teams
- Laboratory teams
- Project coordinators
- Management representatives

Excellent professional communication is therefore essential.

Required

Fluent English communication – verbal and written The candidate should be able to:

- Speak confidently with customers.
- Write professional emails.
- Prepare customer correspondence.
- Explain project status clearly.
- Follow up without hesitation.
- Handle delays and complaints professionally.
- Coordinate with senior customer representatives.

REQUIRED SKILLS
- Excellent communication skills.
- Strong follow-up ability.
- Good customer relationship management.
- Good MS Excel and MS Office knowledge.
- Skilled email writing.
- Proposal/quotation preparation.
- Order tracking.
- Payment follow-up.
- Project coordination.
- Documentation management.
- Ability to prioritize multiple customer projects.
- Strong attention to detail.
- Ability to coordinate with multiple departments.

EXPERIENCE 1–5 years of relevant experience preferred.

Candidates with experience in

- Customer coordination
- Sales coordination
- Project coordination
- Order processing
- Customer support
- Industrial products
- Instrumentation
- Automation
- IoT products
- Laboratory equipment
- Engineering products
- B2B customer management

will be preferred. Candidates from industrial / engineering product companies will have an advantage.

EDUCATION

Preferred

- BBA
- B.Com
- B.E. / B.Tech
- Diploma
- Any Graduate with relevant experience

Technical education is an advantage but not mandatory. We are looking for someone who can take ownership of customer coordination rather than simply forwarding emails.

The person should be comfortable following up with different departments until the customer requirement is completed , please apply via https://www.vinfro.in/apply

Pay: ₹25,000.00 - ₹30,000.00 per month

Benefits

- Commuter assistance
- Flexible schedule
- Health insurance
- Provident Fund

Work Location: Hybrid remote in Wakad, Pune, Maharashtra

📌 Customer & Project Coordination Executive (Wakad)
🏢 vinfro
📍 Wakad