Sales & Marketing Operations Executive

Address: Somajiguda, Hyd

Role Purpose

To manage the backend engine of sales and marketing by ensuring enquiry tracking, quotation preparation, customer follow-ups, documentation, coordination with internal departments, agency coordination, order-status communication, and customer experience follow-through. This is not a hardcore marketing strategy role. This is an execution, coordination, follow-up, CRM, and documentation role.

Ideal Candidate

- Experience: 2–5 years
- Qualification: Graduate
- Background: Sales coordination, customer support, back-office sales, CRM, order processing, commercial coordination, or operations support
- Skills: Excellent follow-up, Excel/CRM discipline, email writing, coordination, documentation, and ownership
- Age: Adaptable. Do not restrict unnecessarily to 28–35 unless there is a strong reason.

Key Responsibilities

A. Enquiry & Lead Coordination

- Maintain a live enquiry tracker with source, customer name, requirement, status, next follow-up date, quotation status, expected order value, and responsible sales person.
- Send brochures, data sheets, company profiles, product details, catalogues, and introductory emailers to prospects as per approved templates.
- Maintain a proper follow-up sequence for every enquiry so that no lead is forgotten.
- Coordinate with the sales team to understand whether the enquiry is hot, warm, cold, closed, lost, or needs senior intervention.

B. Quotation & Sales Documentation

- Prepare and send quotations based on approved pricing, formats, terms, and inputs from the sales/commercial team.
- Prepare proforma invoices wherever required.
- Check customer purchase orders against company sales policy, approved price, delivery terms, payment terms, taxes, freight, and other commercial conditions.
- Escalate any mismatch in PO terms to the senior sales/commercial team before order processing.
- Maintain records of quotations sent, revised quotes, approvals, purchase orders, proforma invoices,



and order confirmations.

C. Customer Follow-Up / Keeping in Touch (KIT) System

- Follow up with customers for pending quotations, expected order confirmation, advance payment, dispatch clearance, inspection dates, and documentation.
- Use a defined KIT strategy , Keep In Touch sequence , for structured customer communication.
- Send polite reminder emails, WhatsApp messages, and call follow-ups as per approved scripts.
- Escalate delayed or high-value follow-ups to the relevant salesperson or senior manager.
- Ensure customers receive timely updates without depending only on sales representatives.

D. Sales Backend & Commercial Coordination

- Coordinate with sales representatives for customer updates, pending documents, order status, and follow-up remarks.
- Coordinate with the commercial department for order processing, production plan review, dispatch clearance, invoices, and payment documents.
- Coordinate with the factory/production team for material readiness, inspection status, dispatch planning, and expected timelines.
- Coordinate with transporters for vehicle placement, LR details, dispatch acknowledgements, and delivery confirmation.
- Generate or coordinate sale invoices where applicable.

E. Customer Experience & Completion Documentation

- Send order completion reports to customers after supply.
- Obtain completion certificates from customers for company records.
- Track customer complaints, delays, missing documents, delayed dispatches, and unresolved issues.
- Maintain a customer experience tracker showing whether the customer had a smooth, delayed, problematic, or escalated experience.




- Share recurring customer issues with management for process improvement.

F. Agency & Marketing Collateral Coordination

- Coordinate with marketing agencies/freelancers for brochures, datasheets, catalogues, emailers, LinkedIn creatives, and other collaterals.
- Collect inputs from sales/product/management and convert them into clear agency briefs.
- Maintain updated folders of final approved marketing material.
- Ensure the sales team has access to the latest brochures, presentations, company profile, product sheets, and email templates.
- Track agency deliverables, deadlines, approvals, and revisions.

G. Records, CRM & MIS

- Maintain customer-wise files containing enquiry history, quotations, PO, PI, correspondence, dispatch details, invoices, payment status, completion certificate, and complaints.
- Update CRM/Excel/ERP daily.
- Prepare weekly MIS on enquiries, quotes sent, follow-ups due, orders received, pending advances, dispatches, completion certificates pending, and payments pending.
- Share ageing reports for pending quotations, pending customer approvals, pending payments, and pending documents.

Key Performance Indicators (KPIs)

- Number of enquiries entered and tracked weekly
- Number of quotations prepared and sent
- Quotation-to-order follow-up completion rate
- Number of overdue follow-ups

- Average quotation turnaround time
- Number of completion certificates collected
- Pending payment follow-up ageing
- Number of customer documents pending
- Agency deliverables completed on time

- CRM/Excel/ERP update accuracy percentage

Key Responsibility Areas (KRAs) & Measurement

Enquiry tracking discipline

Measurement: 100% of enquiries entered within 24 hours

Quotation turnaround

Measurement: Standard quotes sent within agreed TAT

Follow-up discipline

Measurement: No follow-up overdue beyond 48 hours

Documentation accuracy

Measurement: PO/PI/quotation errors below defined tolerance

📌 Sales & Marketing Operations Executive (Somajiguda)
🏢 MatchLab Talent
📍 Somajiguda