We are looking for a confident, well-organized and fluent English-speaking Customer & Project Coordination Executive to manage relationships with existing customers and coordinate the complete process from proposal preparation to order, payment, project material delivery, installation and documentation .

This is primarily a customer relationship and project coordination role , not a conventional field-sales or telecalling position.

Customer ↔ Management / Commercial Team ↔ Production ↔ Implementation / Technical Team ↔ Dispatch

KEY RESPONSIBILITIES

1. Existing Customer Relationship

- Maintain regular communication with existing customers.
- Understand customer requirements and ongoing project status.
- Respond professionally to customer enquiries.
- Maintain good long-term customer relationships.
- Coordinate customer requirements internally and ensure timely responses.
- Follow up on pending requirements, quotations, orders and projects.
- Identify additional requirements from existing customers and communicate them to the appropriate team.

2. Proposal & Quotation Coordination

- Prepare commercial/technical proposals using information provided by the technical and management teams.

- Coordinate with the technical team for:

- Scope of work

- Product selection

- Technical specifications

- Quantities

- Project requirements

- Prepare and send proposals/quotations to customers.

- Maintain quotation and proposal records.

- Follow up with customers on submitted proposals.

- Coordinate revisions and clarifications.

- Track proposal → negotiation → order conversion.

3. Order Coordination

Take ownership of the process after receiving customer confirmation/order.

Coordinate: Customer Order → Internal Order Processing → Production → Dispatch → Installation → Completion





- Verify purchase orders and customer requirements.
- Coordinate order details with the concerned internal team.
- Ensure customer specifications are communicated correctly.
- Track order status.
- Keep customers informed about project progress.
- Escalate delays or issues to management at the appropriate time.

4. Payment Follow-up

- Follow up professionally with customers for pending payments.

- Maintain payment follow-up records.

- Coordinate with Accounts regarding:

- Outstanding payments

- Payment status

- Invoices

- Receivables

- Send payment reminders where required.

- Maintain customer-wise outstanding/payment status.

- Coordinate internally to ensure that payment-related issues are resolved promptly.

5. Project Material & Delivery Coordination

Ensure that project materials are available and delivered according to committed timelines.

Coordinate with: Customer → Production → Stores → Dispatch → Implementation Team

Responsibilities include:

- Check project material readiness.
- Follow up with production for pending items.
- Coordinate dispatch planning.
- Confirm delivery requirements with customers.
- Track courier/transport/dispatch status where applicable.
- Inform customers about dispatch and expected delivery.
- Escalate delays immediately.
- Maintain project delivery status.

6. Installation & Implementation Coordination

- Coordinate installation schedules with customers and implementation teams.




- Confirm site readiness with customers.
- Coordinate engineer/technician visits.
- Follow up on installation completion.
- Track pending implementation activities.
- Coordinate customer feedback after installation.
- Ensure project closure activities are completed.

7. Warranty & Project Documentation

Coordinate and issue/maintain required customer documents such as:

- Warranty Certificates
- Installation Certificates
- Project Completion Certificates
- Delivery documents
- Customer acknowledgement
- AMC-related documentation
- Other project/customer documents as applicable

Ensure documents are prepared accurately and shared with customers on time.

8. Internal Coordination

Regular coordination may be required with: Production

- Material availability
- Manufacturing status
- Delivery timelines

Technical / Implementation

- Installation
- Configuration
- Customer technical requirements
- Project completion

Accounts

- Invoices
- Payments
- Outstanding amounts

Management

- Customer commitments
- Delays
- Escalations
- Commercial matters

CUSTOMER COMMUNICATION

- Existing customers
- Purchase departments
- Accounts departments
- Plant/Engineering teams
- Laboratory teams
- Project coordinators
- Management representatives

Excellent professional communication is therefore essential.

Required

Fluent English communication - verbal and written

- Speak confidently with customers.
- Prepare customer correspondence.
- Explain project status clearly.
- Follow up without hesitation.
- Handle delays and complaints professionally.
- Coordinate with senior customer representatives.

REQUIRED SKILLS

- Excellent communication skills.
- Robust follow-up ability.
- Good customer rel

📌 Customer & Project Coordination Executive (Wakad)
🏢 Vinfro IT Solutions Private
📍 Wakad