Sales Order Administrator

UBIXA Private Limited | Amravati, Maharashtra (In office)

About UBIXA

UBIXA Private Limited is a growing PAN-India distributor of Precision Measuring Instruments, Electrical & Electronic Test Equipment, and Industrial Testing Instruments.

We work with over 30 reputed brands, including Mitutoyo, Baker, Bosch, Leica and Metravi, serving customers across manufacturing, engineering, infrastructure, government organizations and educational institutions.

We are looking for a responsible, organized and detail-oriented Sales Order Administrator to join our operations team.

About the Role

The Sales Order Administrator will be responsible for managing customer orders from the receipt of a Purchase Order (PO) until successful dispatch, delivery and invoicing.

This role requires strong coordination, accurate documentation, timely follow-ups and proactive communication with customers, suppliers and internal teams.

The primary objective is to ensure that every customer order is processed accurately and delivered on time.

Key Responsibilities

1. Sales Order Processing

- Receive, review and process customer Purchase Orders (POs).
- Verify product specifications, quantities, pricing, taxes and delivery terms.
- Create and maintain Sales Orders, Proforma Invoices and other relevant documents in Zoho Books.
- Identify and resolve discrepancies in customer orders.

2. Order Execution & Supplier Coordination

- Coordinate with suppliers to confirm availability, delivery commitments and dispatch schedules.
- Regularly follow up with suppliers for pending materials.
- Monitor order progress and proactively identify potential delays.
- Coordinate with the Stores and Logistics teams for timely dispatch.

3. Customer Communication

- Act as the primary point of contact for customers regarding order status.
- Provide timely updates about dispatch schedules,



expected deliveries and delays.
- Handle customer enquiries and coordinate the resolution of order-related complaints.

4. ERP Management & Documentation

- Maintain accurate customer and product records in Zoho Books.
- Ensure all relevant order documents are properly recorded and organized.
- Coordinate with the Accounts team for invoicing and necessary billing corrections.
- Maintain accurate records of pending, dispatched and completed orders.

5. Reporting & Follow-ups

- Maintain an updated tracker of all customer orders.
- Follow up on pending supplies, delayed deliveries and unresolved issues.
- Prepare daily and weekly order status reports.
- Escalate critical delays or discrepancies to management promptly.

Required Skills

- Good written and spoken English communication.
- Proficiency in Microsoft Excel and basic computer applications.
- Ability to write professional emails and communicate with customers and suppliers.
- Strong organizational skills and attention to detail.
- Ability to handle multiple orders and follow-ups simultaneously.
- Good problem-solving skills and a proactive working attitude.
- Ability to work independently while coordinating effectively with teams.

Qualifications & Experience

- Graduate in Commerce, Business Administration, Management or a relevant discipline.
- Minimum 2 years of hands-on experience in Sales Order Processing, Sales Coordination, Order Management or Sales Operations.




- Prior experience handling customer Purchase Orders, Sales Orders, Proforma Invoices, invoicing coordination and delivery follow-ups is mandatory.
- Experience working with ERP systems such as Zoho Books, Tally, SAP or similar is required.
- Proficiency in Microsoft Excel, including filters, sorting, basic formulas and order tracking.
- Experience coordinating independently with suppliers, customers, logistics partners and internal departments.
- Previous experience in B2B distribution, industrial trading, manufacturing or engineering companies will be preferred.

Important: This position is intended for experienced professionals only. Freshers and candidates without relevant order-processing experience will not be considered.

Why Join UBIXA?

- Opportunity to work with reputed international industrial brands.
- Practical exposure to B2B sales operations and supply chain coordination.
- Learn ERP systems, order processing and customer relationship management.
- Opportunity for professional development and growth opportunities.
- Work with a growing company serving customers across India.

What We Expect

We are looking for someone who takes ownership of assigned orders, maintains accurate records, follows up proactively and ensures that no customer order is overlooked.

Job Type: Full-time

Pay: ₹15,000.00 - ₹20,000.00 per month

Application Question(s):

- Why do you think you would be a good fit for this role?
- How many years of relevant experience do you have in Sales Order Processing or Sales Coordination?
- Have you independently managed customer Purchase Orders from order entry through dispatch and invoicing?
- Have you worked with an ERP system such as Zoho Books, Tally or SAP? If Yes, please specify along with the activities that you performed in the ERP.

Work Location: In person

📌 Sales Order AdministratorB Order Processing) (Amravati)
🏢 UBIXA Private
📍 Amravati