Job Description – Pre- Sales Coordination

Position Title

Pre -Sales Coordination

Department

Sales & Marketing

Reporting To: Commercial Head

Job Summary

The Sales Coordination & Back Office Executive is responsible for supporting the Sales and Marketing team by managing customer inquiries, quotations, order processing, sales reporting, payment follow-ups, interdepartmental coordination, documentation, and overall back-office operations. The role acts as a central point of communication between customers, sales personnel, management, accounts, commercial, service, technical, and spare parts departments to ensure smooth business operations and customer satisfaction.

Key Responsibilities

Customer Communication & Lead Management

- Handle incoming inquiries through telephone, email, WhatsApp, and other communication channels.
- Respond to general customer queries and direct leads to the concerned sales personnel.
- Create and maintain customer records in Grow Smart software.
- Follow up on quotations, order confirmations, and customer requirements.

Quotation & Order Processing

- Prepare quotations, Proforma Invoices (PI), and related documents based on sales team requirements.
- Process customer orders and coordinate with the commercial department for invoicing and dispatch.
- Ensure collection of required documents such as signed PI, GST certificates, shipping confirmations, and other compliance documents.
- Coordinate dispatch approvals and monitor order execution.

Interdepartmental Coordination

- Coordinate with:
- Commercial Department for order status, invoicing, and dispatch schedules.
- Accounts Department for payment updates, outstanding balances, ledger statements, and commission processing.
- Service Department for pre-installation sheets and machine installation updates.
- Spare Parts Department for customer spare requirements.
- Technical Department for technical clarifications and customer support requirements.

Sales Team Support & Monitoring





- Maintain daily and weekly visit reports of sales personnel.
- Monitor sales personnel activities through designated applications and reporting tools.
- Verify and scrutinize monthly sales expense claims before submission to Accounts.
- Coordinate monthly sales meetings and management review meetings.

Reporting & MIS

Prepare and maintain various business reports including:

- Sales Forecast Reports
- Sales Visit Reports
- Payment Reports (New Orders, Outstanding Payments, Booked Orders)
- Monthly Turnover Reports for Individual Sales Personnel
- Quotation Item Reports
- Sales Performance Reports
- Management Information Reports (MIS)
- Any additional reports requested by Management

Payment & Commercial Follow-ups

- Follow up with customers regarding:
- Order confirmations
- Advance payments
- Balance payments
- Overdue payments
- Coordinate overdue payment review meetings with CFO and management.
- Assist in commission processing and payment-related documentation.

Administrative & Office Operations

- Manage complete back-office operations, filing, and documentation.
- Maintain organized records of quotations, orders, payments, and customer communications.
- Coordinate customer visits to the factory and arrange meetings with management and concerned departments.
- Support EPCG-related communications and documentation.

Marketing & Communication Support

- Coordinate WoodNews magazine activities.
- Coordinate digital marketing and social media activities with external agencies.
- Support marketing campaigns and promotional initiatives as required.

Meetings & Reviews





- Participate in management review meetings every 10 days regarding:
- New orders
- Open orders
- Payment status
- Operational challenges and improvements
- Organize and coordinate monthly Zoom meetings between Management and Sales Teams.

Required Qualifications

- Bachelor's Degree in Business Administration, Commerce, Marketing, or related field.
- 3–8 years of experience in Sales Coordination, Sales Administration, Customer Support, or Back Office Operations.
- Experience in manufacturing, industrial machinery, engineering, or related industries preferred.

Required Skills

- Strong communication and interpersonal skills.
- Excellent coordination and follow-up abilities.
- Proficiency in MS Excel, Word, PowerPoint, and ERP/CRM software.
- Report generation and MIS preparation skills.
- Solid organizational and documentation management skills.
- Ability to manage multiple tasks and departments simultaneously.
- Attention to detail and problem-solving skills.
- Knowledge of commercial documentation and payment follow-up processes.

Key Performance Indicators (KPIs)

- Timely quotation preparation and order processing.
- Customer response and follow-up effectiveness.
- Accuracy of reports and documentation.
- Outstanding payment follow-up success rate.
- Coordination efficiency between departments.
- Sales team support effectiveness.
- Compliance with reporting timelines and management requirements.

Location

https://maps.google.com/maps?vet=10CAAQoqAOahcKEwio-fXZg_yUAxUAAAAAHQAAAAAQCA..i&pvq;=Cg0vZy8xMWI3NmtyM2ZyIioKJHdvb2R0ZWNoIGNvbnN1bHRhbnRzIHByaXZhdGUgbGltaXRlZBACGAM&lqi;=CiR3b29kdGVjaCBjb25zdWx0YW50cyBwcml2YXRlIGxpbWl0ZWRIt5vu6JyqgIAIWjYQABABEAIQAxgAGAEYAhgDIiR3b29kdGVjaCBjb25zdWx0YW50cyBwcml2YXRlIGxpbWl0ZWSSAQxtYW51ZmFjdHVyZXI&fvr;=1&cs;=0&um;=1&ie;=UTF-8&fb;=1≷=in&sa;=X&ftid;=0x3bae3c5e06b295d5:0xfd753c897c3327f1

Employment Type

Full-Time

📌 Presales Executive (Bengaluru)
🏢 Woodtech Consultants Private
📍 Bengaluru