Position: Back Office Admin & Pre-Sales Coordinator

Job Title: Back Office Admin & Pre-Sales Coordinator

Department: Sales / Administration

Reporting To: Management / Sales Manager

Location: Ahmedabad

Employment Type: Full-Time

1. Job Purpose The Back Office Admin & Pre-Sales Coordinator will be responsible for managing day-to-day back-office operations, tender activities, sales coordination, pre-sales support, data research, reporting, HR coordination, digital marketing support, and administrative activities.

The role requires strong coordination, documentation, follow-up, communication, organizational and analytical skills. The candidate will work closely with the Sales, Pre-Sales, Management and other internal teams to ensure timely completion of activities and smooth execution of business requirements.

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2. Key Responsibilities

GEM Portal & Tender Management

- Manage and regularly monitor the GEM Portal.
- Check and identify new and relevant tenders.
- Review tender requirements, eligibility criteria, specifications and submission requirements.
- Prepare required tender documents as per tender requirements.
- Prepare and upload product links/details as required for tenders.
- Participate in relevant GEM tenders within the defined timelines.
- Prepare MAF (Manufacturer Authorization Form) general and tender-specific.
- Maintain proper records of submitted tenders and related documents.
- Prepare GEM Tender Reports and Order Reports.
- Coordinate with internal teams for obtaining technical, commercial and supporting documents required for tender submission.

IndiaMART Management & Sales Coordination

- Manage and monitor the IndiaMART Portal.
- Update and maintain product details, descriptions and relevant information.
- Regularly check and identify relevant Buy Leads.
- Evaluate buy leads and purchase relevant leads as per business requirements.
- Communicate with customers/prospects to understand their requirements.
- Record customer requirements and assign qualified leads to the concerned sales person/team.
- Maintain proper follow-up records.
- Prepare and maintain Buy Lead Reports.
- Coordinate with the Sales Team for lead status and follow-up updates.

Pre-Sales Coordination

- Prepare and organize pre-sales documents, product information, technical specifications and presentations.
- Coordinate with technical teams for product specifications, datasheets, drawings, compliance documents and other required information.
- Support the Sales Team in preparing quotations, proposals, presentations and tender-related information.
- Prepare meeting agendas, requirement summaries and follow-up action points.
- Track pending requirements and ensure timely responses to the Sales Team.
- Maintain a proper record of customer requirements and pre-sales activities.




- Support the Sales Team in preparing customer-specific proposals and presentations.

HR & Recruitment Coordination

- Post job openings whenever a new vacancy is received.
- Manage job portals such as WorkIndia, Indeed, Apna and other relevant platforms.
- Search for suitable candidates based on job requirements.
- Communicate with relevant candidates and conduct initial coordination.
- Schedule and coordinate candidate interviews with the concerned team.
- Maintain candidate information and interview status.
- Prepare and maintain Candidate Reports.
- Support management/HR in recruitment-related administrative activities.

Presentation & Documentation

- Prepare and maintain Company Presentations.
- Prepare PPTs according to requirements shared by the Sales/Management Team.
- Customize presentations based on customer, project or business requirements.
- Collect and organize information required for presentations.
- Maintain updated company profiles, product presentations and supporting documents.

Data Research & Market Intelligence

- Search and compile business data based on: State City Industry segment
- Prepare and maintain competitor product data.
- Research recent and upcoming projects.
- Identify new market opportunities.
- Search for upcoming projects relevant to the company's products/services.
- Research potential customers and business opportunities.
- Search contact details of relevant decision-makers and organizations.
- Coordinate with the Sales Team for appointment setting for new projects.
- Maintain accurate and updated research databases.

Travel Planning & Coordination

- Plan and coordinate business travel for management and Sales/Technical teams.
- Coordinate flight/train/bus bookings and hotel arrangements as required.
- Prepare and share detailed travel schedules with concerned team members.
- Maintain records of travel bookings, schedules and related documents.
- Coordinate changes, cancellations and rescheduling of travel arrangements when required.
- Prepare travel-related expense/requirement summaries for management.

Reporting & MIS

- Prepare different types of management reports using Advanced Excel and AI Tools.
- Maintain daily, weekly and monthly activity reports.
- Prepare tender reports and order reports.
- Prepare IndiaMART/Buy Lead reports.
- Prepare candidate/recruitment reports.
- Maintain pre-sales and sales coordination reports.
- Track pending activities and follow-ups.
- Consolidate data from different departments for management review.




- Maintain accurate records and databases.

Website Coordination

- Coordinate with the website development agency for website-related activities
- Coordinate updates of products, services, company information on the website
- Review website content for accuracy and completeness before/after publishing
- Coordinate correction of website content, images, links and other information
- Maintain a list of pending website updates and follow up with the concerned agency/team
- Coordinate basic website changes and content updates based on management requirements
- Share new product launches, company updates, and other relevant information with the website agency

Digital Marketing Agency Coordination

- Share product information, images, brochures, presentations and other required marketing material.
- Coordinate and follow up on:

- Social media posts

- Campaigns

- Digital advertisements

- Website content

- Marketing creatives
- Review marketing content/creatives received from the agency and coordinate internal approval.
- Collect campaign reports and performance reports from the agency.
- Maintain records of digital marketing leads and forward them to the concerned Sales Team member.
- Follow up with the agency for pending deliverables and campaign requirements.
- Prepare periodic digital marketing activity reports for management.
- Coordinate with the agency for improvement or modification of campaigns based on management/Sales Team feedback.

WhatsApp Marketing

- Prepare weekly WhatsApp marketing campaigns.
- Coordinate campaign content and customer/prospect lists.
- Send WhatsApp campaigns as per the approved schedule.
- Maintain and update WhatsApp marketing databases.
- Track campaign activity and maintain WhatsApp Marketing Reports.
- Coordinate with the Sales Team for lead follow-up generated through campaigns.

General Administrative Responsibilities

- Maintain organized digital and physical records.
- Ensure timely completion of assigned administrative tasks.
- Coordinate with internal departments for documents and information.
- Follow up on pending tasks and provide status updates to management.
- Maintain confidentiality of company, customer and business information.
- Support management and various departments in day-to-day administrative requirements.
- Handle multiple tasks and priorities while maintaining accuracy and timelines

Technical Skills

- Good knowledge of MS Excel, including formulas, data handling and reporting.
- Good knowledge of MS Word and PowerPoint.
- Familiarity with GEM and IndiaMART portals.
- Comfortable working with job portals.
- Ability to use AI tools for research, documentation and reporting.
- Good internet research and data-mining skills.
- Knowledge of digital/WhatsApp marketing activities.

Contact: [email protected]

📌 Back Office Admin & Pre-Sales Coordinator (Ahmedabad)
🏢 Talent Corner HR Services
📍 Ahmedabad