JOB DESCRIPTION

Job Title: Customer & Management Coordinator cum Executive Assistant to Director
Job Location: Indore, Madhya Pradesh
Job Type: Full-Time

1. Job Summary

We are seeking a proactive, organised, and customer-oriented professional to coordinate customer relationships, import operations, and management activities for a company engaged in importing goods from China and supplying them in the Indian market.

The candidate will be responsible for coordinating customer inquiries and orders, tracking import shipments, communicating with suppliers and logistics partners, managing IndiaMART inquiries, and supporting business development activities. The role also involves providing direct administrative and operational assistance to the Director, ensuring effective communication, timely follow-ups, and smooth day-to-day business operations.

2. Key Responsibilities

A. Customer & Order Coordination

- Communicate with customers regarding product availability, specifications, pricing, order status, and delivery timelines.
- Coordinate customer orders from initial inquiry to final delivery.
- Provide regular updates on import shipment status, expected arrival dates, customs clearance, and delivery schedules.
- Handle customer queries, complaints, and service requests professionally.
- Maintain customer records, order details, and follow-up schedules.
- Coordinate with the accounts and logistics teams regarding customer payments, outstanding balances, and pending deliveries.

B. Import & Supplier Coordination

- Coordinate with Chinese suppliers regarding product specifications, quotations, pricing, order confirmations, and dispatch schedules.
- Follow up with suppliers regarding production status, packing details, shipping documents, and shipment timelines.
- Coordinate with freight forwarders, customs brokers, transporters, and other logistics partners for smooth import operations.
- Track import shipments and maintain updated records of shipment status and expected delivery dates.
- Assist in collecting and maintaining import-related documents, including commercial invoices, packing lists, bills of lading, and other relevant shipping documents.
- Coordinate with the internal team for customs clearance, transportation, and receipt of imported goods.
- Maintain proper records of supplier communications, purchase orders,



and import transactions.

C. Sales & IndiaMART Lead Management

- Handle incoming inquiries received through IndiaMART, telephone calls, WhatsApp, email, and other business platforms.
- Contact prospective customers to understand their requirements and provide relevant product information.
- Coordinate with the Director or sales team to obtain quotations, pricing approvals, and commercial terms.
- Follow up with prospective customers to convert inquiries into confirmed orders.
- Maintain a database of leads, customer interactions, quotations, and sales conversion status.
- Monitor pending inquiries and ensure timely follow-ups with prospective customers.
- Identify potential business opportunities and share customer requirements and market feedback with management.

D. Management & Internal Coordination

- Act as a communication link between the Director, customers, suppliers, and internal departments.
- Coordinate with accounts, logistics, sales, and operations teams to ensure timely execution of business activities.
- Maintain records of pending orders, customer commitments, supplier follow-ups, and important business activities.
- Prepare daily or weekly reports on customer inquiries, sales leads, order status, import shipments, and pending tasks.
- Escalate important customer issues, shipment delays, payment concerns, and operational challenges to management.
- Ensure that assigned tasks and commitments are completed within the specified timelines.

E. Executive Assistant to Director

- Manage the Director's daily schedule, appointments, meetings, and business calls.
- Maintain a calendar of important meetings, follow-ups, deadlines, and business commitments.
- Prepare reports, presentations, business summaries, and follow-up sheets as required.
- Coordinate meetings and communication with customers, suppliers, vendors, and other business associates.




- Follow up on instructions given by the Director and ensure timely completion of assigned tasks.
- Maintain confidentiality of business information, customer details, supplier quotations, and commercial terms.
- Provide administrative and operational support to the Director in day-to-day business activities.

3. Required Skills & Competencies

- Excellent communication and interpersonal skills.
- Good command of written and spoken English and Hindi.
- Robust coordination, follow-up, and organisational skills.
- Basic knowledge of import procedures, logistics, and international trade will be an advantage.
- Ability to handle customer inquiries and manage multiple tasks simultaneously.
- Good working knowledge of MS Excel, MS Word, email, and WhatsApp Business.
- Experience handling IndiaMART inquiries or CRM software will be preferred.
- Professional attitude, attention to detail, and the ability to maintain confidentiality.
- Proactive approach towards customer service, lead conversion, and task completion.

4. Educational Qualification & Experience

- Graduate in any discipline; candidates with a background in Commerce, Business Administration, or Management will be preferred.
- Relevant experience in customer coordination, sales support, import-export operations, logistics, or executive assistance will be an advantage.
- Freshers with excellent communication skills, a willingness to learn, and strong coordination abilities may also be considered.

5. Performance Expectations

The candidate will be expected to:

- Ensure timely responses to customer and IndiaMART inquiries.
- Maintain regular follow-ups with customers, suppliers, and logistics partners.
- Keep import shipment and customer order records updated.
- Support the conversion of qualified inquiries into confirmed business.
- Ensure timely execution of the Director's instructions and assigned tasks.
- Maintain accurate records and provide regular updates on pending activities.

Reporting To: Director

Note: The position requires a combination of customer relationship management, import coordination, sales support, and executive assistance. The candidate must be comfortable handling multiple responsibilities and ensuring timely follow-ups across different business functions.

Job Type: Full-time

Pay: Up to ₹300,000.00 per year

Work Location: In person

📌 Customer & Management Coordinator Imports (Indore)
🏢 Yuv International
📍 Indore