About the Role

We are looking for a Sales Operations / Sales Back Office Executive to support the Ahmedabad Regional Sales Team with day-to-day sales coordination, customer communication, data management, documentation, MIS and follow-up activities.

The role will be responsible for ensuring that sales-related information, customer enquiries, emails, orders, quotations, reports and follow-ups are properly recorded, updated and coordinated with the Sales Team and Head Office.

Key Responsibilities

1. Sales Operations & Coordination

- Provide day-to-day back-office support to the Ahmedabad Sales Team.
- Coordinate with sales executives/managers for customer enquiries, quotations, orders and follow-ups.
- Maintain a systematic tracker of enquiries, quotations, orders and customer follow-ups.
- Coordinate with HO, Production, Dispatch, Accounts, Logistics and other departments for sales-related requirements.
- Follow up internally on pending quotations, order status, dispatches, documents and customer requirements.
- Ensure timely communication of significant customer and sales updates to the concerned team members.

2. Email Management

- Manage and monitor sales-related emails received at the regional office.
- Draft professional emails for customer enquiries, quotations, order follow-ups, documentation and routine sales communication.
- Forward customer enquiries to the appropriate Sales Manager / Sales Executive and track closure.
- Maintain proper email records and ensure timely responses to customers.
- Follow up on pending email responses and customer requirements.
- Ensure important customer communication is properly documented and available for future reference.

3. Customer & Enquiry Data Management

- Maintain updated customer master data, including customer name, contact details, industry, location, products, sales person and other relevant information.
- Record and update all customer enquiries received through email, phone and other channels.
- Maintain enquiry-to-order tracking and follow-up status.




- Update customer interaction and follow-up records regularly.
- Ensure accuracy and completeness of sales data.
- Identify pending or overdue follow-ups and highlight them to the concerned sales person.

4. Sales MIS & Reporting

- Prepare daily/weekly/monthly sales reports and MIS as required.

- Maintain reports for

- Customer enquiries

- Quotations

- Orders received

- Pending orders

- Dispatch status
- Customer follow-ups

- Sales pipeline

- New customer development

- Sales performance
- Consolidate information received from the sales team and share reports with management.
- Maintain accurate and updated Excel trackers and dashboards.
- Assist in preparing management presentations and sales review data.

5. Documentation & Order Coordination

- Maintain sales-related documents, quotations, purchase orders, customer communications and other records.
- Coordinate with HO for order processing, pricing approvals, credit-related requirements, dispatches and documentation.
- Track order status from receipt of PO to dispatch/delivery.
- Coordinate with Accounts/Finance for customer-related documentation wherever required.
- Maintain proper filing of physical and digital sales records.

6. Sales Team Support

- Assist Sales Managers and Sales Executives with data, reports, customer information and documentation.
- Prepare customer-wise and product-wise information whenever required.
- Support the sales team in preparing customer meeting information and follow-up lists.
- Maintain daily/weekly action trackers for the sales team.
- Ensure pending activities are followed up and closed within timelines.

7.



Data Accuracy & Process Discipline

- Ensure all sales information is entered accurately and updated on a timely basis.
- Avoid duplication or incorrect customer records.
- Maintain confidentiality of customer, pricing and business information.
- Develop and maintain structured Excel-based trackers for sales operations.
- Suggest improvements in sales back-office processes and reporting.

Key Skills
- Strong MS Excel skills filters, sorting, Pivot Tables, VLOOKUP/XLOOKUP, basic formulas and data management.
- Good MS Outlook / email management skills.
- Strong written and verbal communication skills in English.
- Good follow-up and coordination skills.
- Ability to manage multiple activities simultaneously.
- Strong attention to detail and data accuracy.
- Good documentation and record-keeping skills.
- Ability to coordinate with Sales, HO, Accounts, Production, Dispatch and other departments.
- Should be organised, proactive and comfortable working with numbers and large volumes of data.

Preferred Profile
- Graduate in B.Com / BBA / BA / B.Sc. or equivalent. MBA in International Business would be an added advantage.
- 2 to 5 years of experience in Sales Coordination / Sales Operations / Sales Back Office / Customer Support / MIS / Commercial Operations.
- Experience in a manufacturing, chemicals, dyes & pigments, textile chemicals or B2B environment will be an advantage.
- Candidates with strong Excel and email management experience will be preferred.

Key Performance Areas (KPAs)
- Accuracy and timely updating of sales data.
- Timely management and closure tracking of customer enquiries.
- Timely response and coordination of sales emails.
- Accuracy of sales MIS and reports.
- Effective follow-up of quotations and orders.
- Proper maintenance of customer and sales records.
- Timely coordination between Regional Sales Team and HO.
- Reduction of pending/unattended sales activities.
- Overall effectiveness of sales back-office support.

📌 Executive (International Sales Operations & Business Development) (Ahmedabad)
🏢 Vipul Organics
📍 Ahmedabad