Company Description Universal Business Machines is a distributor of pro audio and video products, serving a broad range of commercial and consumer customers. The company focuses on providing reliable, high-quality solutions that support modern communication, presentation, and entertainment needs. As part of the distribution chain, Universal Business Machines works closely with manufacturers and resellers to ensure efficient product availability and service. Team members collaborate in a fast-paced environment where accuracy, customer focus, and technical awareness are valued. Writing

Job Description
(JD) – Sales Support ExecutiveJob Title: Sales Support Executive Department: Sales / Commercial

Experience:
1–3 Years

Location:
[Insert Location] Employment Type: Full time Job SummaryWe are looking for a detail-oriented and organized Sales Support Executive to assist the sales team with daily sales operations, data management, documentation, invoicing, and MIS reporting. The candidate should have good knowledge of MS Excel, invoice preparation, Credit Notes (CN), Debit Notes (DN), and sales coordination.

Key Responsibilities
• Sales Support & Coordination
• Provide day-to-day administrative support to the sales team.
• Coordinate with sales, accounts, logistics, and other departments.
• Maintain customer records, sales orders, and pricing details.
• Track pending orders, deliveries, and customer requirements.
• MS Excel & MIS Reporting
• Prepare and maintain daily, weekly, and monthly sales MIS reports.
• Maintain sales trackers, order status reports, and outstanding reports.
• Use Excel formulas such as VLOOKUP/XLOOKUP, SUMIF/SUMIFS, IF, and Pivot Tables.
• Analyze sales data and prepare reports for management review.
• Ensure accuracy and timely updating of sales data.
• Invoice Preparation
• Prepare sales invoices as per approved purchase orders and sales orders.
• Verify customer details, item descriptions, quantities, rates, GST, and other applicable charges.




• Ensure invoices are accurate and submitted within the required timelines.
• Maintain proper invoice records and coordinate with the accounts team for discrepancies.
• Credit Note (CN) & Debit Note (DN)
• Prepare Credit Notes and Debit Notes as per approved requests.
• Verify supporting documents, calculations, GST details, and reasons for issuance.
• Coordinate with the accounts team for approval and processing.
• Maintain records of CNs and DNs and track their status.
• Documentation & Record Management
• Maintain sales-related documents, customer records, and transaction files.
• Update order, invoice, and payment status reports.
• Ensure proper documentation and filing for audit and reconciliation purposes.
• Customer & Internal Coordination
• Respond to sales-related queries and provide necessary documentation.
• Follow up with internal teams regarding pending invoices, orders, and dispatches.
• Assist in resolving billing and documentation discrepancies. Required Skills & Qualifications
• Graduate in B.
Com, BBA, or any relevant discipline.
• 1–3 years of experience in sales support, sales coordination, or commercial operations.
• Good working knowledge of MS Excel, including formulas, Pivot Tables, and data analysis.
• Practical experience in preparing MIS reports, sales invoices, Credit Notes, and Debit Notes.
• Basic understanding of GST and sales documentation.
• Knowledge of ERP/accounting software such as SAP, Tally, or other billing systems is preferred.
• Good communication, coordination, organizational, and problem-solving skills.
• Strong attention to detail and ability to meet deadlines. Key Competencies
• Accuracy in data entry and documentation.
• Time management and multitasking.
• Analytical and numerical skills.
• Teamwork and coordination.
• Confidentiality and accountability.
• Preferred Candidate: A proactive and detail-oriented professional who can independently manage sales documentation, Excel-based reporting, invoicing, and day-to-day sales support activities.

📌 Sales Support Coordinator (Mumbai)
🏢 Universal Business Machines
📍 Mumbai