Designation: Sales Coordinator – Bespoke Wellness Division: Bespoke Wellness Division Location: Mumbai Experience: Approximately 3–5 years of relevant experience Reporting To: Sales Head / Business Head – Wellness Nature of Role: Sales Coordination / Sales Operations / Order Management
2. ABOUT THE COMPANY
The India Fitness Connect Pvt. Ltd. (TIFC) is a leading player in India’s Fitness & Wellness industry connecting premium international brands and specialised solutions with the growing Indian market.
TIFC’s Bespoke Wellness Division is focused on delivering specialised wellness solutions including Spa Salon Recovery and other premium wellness offerings through international brands and customised solutions.
The business involves multiple stakeholders and a high degree of coordination between Sales Design & Engineering Procurement Imports Warehouse Logistics Finance Management and Customers.
3. ROLE PURPOSE
The Sales Coordinator will play a critical role in ensuring the smooth and disciplined movement of sales opportunities from quotation stage through Sales Order procurement and dispatch / invoicing.
The role will work closely with the Sales Team and will be responsible for preparing and coordinating quotations incorporating revisions following up on designs drawings and Bills of Parts / Materials coordinating procurement requirements obtaining Management approvals converting approved quotations into Sales Orders in the CRM and initiating shipping and invoicing processes.
The Sales Coordinator will effectively act as the central coordination and follow-up point for the Sales Team ensuring that commitments made to customers are supported by timely internal action.
A key expectation of the role is to remain constantly on top of pending actions timelines dependencies and Sales MIS ensuring that nothing falls through the
cracks.
4. KEY RESPONSIBILITIES
A. QUOTATION PREPARATION & MANAGEMENT
Work closely with the Sales Team to prepare customer quotations based on the required products quantities specifications pricing and commercial terms.
Coordinate with Sales to understand customer requirements and ensure quotations accurately reflect the agreed scope.
Obtain required product details specifications costs and other inputs from relevant internal teams.
Prepare quotations in the prescribed company format and ensure accuracy of prices quantities taxes freight installation charges commercial terms and other applicable components.
Incorporate revisions / iterations to quotations based on customer requirements and Sales Team instructions.
Maintain proper version control of quotations and ensure that only the latest approved version is circulated.
Follow up with Sales for closure / status of quotations and maintain visibility of pending quotations.
B. DESIGN DRAWING & ENGINEERING COORDINATION
Coordinate closely with the Design & Engineering teams for timely preparation and receipt of layouts designs drawings specifications and other technical information required for quotations and order execution.
Follow up proactively on pending drawings and technical inputs.
Ensure that drawings and technical details required by the Sales Team are received within agreed timelines.
Coordinate revisions arising from customer feedback and ensure that the latest drawings / designs are available to the relevant stakeholders.
Follow up for Bills of Parts / Materials and other technical information required for procurement and order processing.
Highlight delays in design / engineering deliverables that may affect quotation submission order confirmation or project execution.
C. PROCUREMENT COORDINATION
Based on approved requirements raise / initiate purchase requisitions for items that need to be procured.
Coordinate with the Purchase Team for timely sourcing and ordering of required items.
Track the status of purchase requisitions purchase orders and vendor commitments.
Follow up with Procurement / vendors on expected delivery dates.
Monitor critical and long-lead items closely.
Maintain visibility of pending procurement items and highlight potential delays to the Sales / Management team.
Coordinate with relevant teams when changes in quantity specification or delivery requirements occur.
Ensure that procurement actions are aligned with customer commitments and expected project / dispatch timelines.
D. MANAGEMENT APPROVALS
Prepare quotations and supporting information required for Management review and approval.
Coordinate with the Sales Team to ensure that quotations requiring approval are submitted promptly.
Follow up systematically on pending Management approvals.
Maintain records of approved quotations and ensure that approval status is clearly documented.
Ensure that no quotation / commercial commitment requiring approval proceeds without the appropriate authorisation.
E. CRM & SALES ORDER MANAGEMENT
Convert Management-approved quotations into Sales Orders in the CRM system accurately and promptly.
Ensure that Sales Orders correctly capture products quantities prices discounts taxes customer details delivery requirements and other relevant commercial information.
Verify that the Sales Order is consistent with the approved quotation.
Ensure that required supporting documents are attached / recorded in the CRM.
Maintain accurate and up-to-date CRM records.
Coordinate with the Sales Team whenever discrepancies or missing information are identified before Sales Order creation.
F. SHIPPING & INVOICING COORDINATION
Raise shipping requests in accordance with approved Sales Orders and committed delivery schedules.
Coordinate with Warehouse Logistics and other relevant teams to ensure that goods are ready for dispatch.
Raise / initiate invoice requests within the required timelines.
Coordinate with Finance / Accounts for timely invoice processing.
Ensure that shipping and invoicing activities are aligned with customer commitments and internal processes.
Track pending shipping and invoice requests and follow up until completion.
Highlight any documentation material or approval issue that could delay dispatch or invoicing.
G. PURCHASE IMPORT & CLEARANCE COORDINATION
Coordinate with Purchase and Import teams for imported products / components forming part of customer orders.
Track the status of import orders shipments and expected arrival dates.
Follow up on import clearance status and highlight potential delays.
Coordinate with relevant teams to ensure that imported items are available in time for customer commitments.
Maintain visibility of expected arrivals and communicate material availability updates to the Sales Team.
Escalate critical import / clearance issues that could affect committed delivery timelines.
H. WAREHOUSE COORDINATION
Coordinate with the Warehouse Team regarding availability of products and materials against Sales Orders.
Track receipt of purchased / imported items into the warehouse.
Follow up on shortages pending receipts damages or discrepancies affecting order fulfilment.
Coordinate with Warehouse and Logistics for timely picking packing and dispatch readiness.
Ensure that Sales has visibility of material availability and expected dispatch status.
I. SALES MIS & ORDER TRACKING
This will be a critical responsibility of the role.
Maintain accurate and current Sales MIS covering quotations revisions approvals orders procurement material availability dispatches and invoicing.
Maintain trackers for:
o Quotations submitted
o Quotations under revision
o Pending customer decisions
o Management approvals
o Sales Orders
o Purchase Requisitions
o Procurement status
o Imported items / clearance
o Material availability
o Shipping requests
o Invoice requests
o Pending customer / internal actions
Ensure that MIS reflects the latest status at all times.
Identify ageing quotations delayed approvals pending procurement and other bottlenecks.
Provide regular MIS / status reports to the Sales Head / Management.
Highlight exceptions slippages and critical pending actions rather than merely reporting numbers.
Follow up with responsible stakeholders until critical actions are closed.
Ensure that Management has a clear view of the pipeline order status and bottlenecks affecting conversion and fulfilment.
J. INTERNAL COORDINATION
The Sales Coordinator will be required to coordinate extensively with:
Ensure timely flow of information between departments.
Follow up on interdependent activities and deadlines.
Maintain clear records of commitments and pending actions.
Proactively identify where one department’s delay may affect another department or the customer.
Ensure that issues are escalated early rather than after the committed date has passed.
5. CANDIDATE PROFILE
The ideal candidate should have:
Approximately 3–5 years of relevant experience in Sales Coordination Sales Operations Order Management Project Coordination or a similar role.
Experience in a business involving products equipment projects or customised solutions will be preferred.
Experience coordinating across Sales Design / Engineering Procurement Logistics Warehouse and Finance will be an advantage.
Strong working knowledge of MS Excel and ability to maintain structured MIS / trackers.
Experience working with CRM / ERP systems.
Good numerical and commercial understanding.
Strong documentation and follow-up skills.
Ability to work with multiple quotations orders and activities simultaneously.
Good written and verbal communication skills.
Strong attention to detail and accuracy.
Ability to understand product specifications quantities pricing and commercial information.
Experience in preparing quotations and Sales Orders will be strongly preferred.
6. PERSONAL ATTRIBUTES – CRITICAL FOR SUCCESS
This role requires someone who is extremely organised persistent and follow-up oriented.
The ideal candidate should be:
Highly organised and systematic.
Diligent and detail-oriented.
Proactive rather than reactive.
A strong follow-through person who does not allow tasks to remain pending.
Comfortable chasing multiple stakeholders for information and action.
Persistent without being abrasive.
Resourceful and solution-oriented.
Able to work under pressure and manage multiple deadlines.
Strong in coordination and communication.
Comfortable working with numbers data and MIS.
Capable of identifying gaps and inconsistencies independently.
Able to distinguish between routine follow-up and issues requiring escalation.
Possessing a solid sense of ownership and accountability.
The most important quality:
The person should have a natural habit of asking:
What is pending who is responsible what is the deadline and what do I need to do to get it closed
The role is not suited to someone who simply forwards emails and waits for responses.
7. KEY PERFORMANCE EXPECTATIONS
Success in this role will be measured by:
Timely and accurate preparation of quotations.
Speed and accuracy in incorporating quotation revisions.
Timely receipt of designs drawings and Bills of Parts / Materials.
Timely raising and tracking of purchase requisitions.
Effective monitoring of procurement and import status.
Timely obtaining of Management approvals.
Accurate and prompt conversion of approved quotations into Sales Orders.
Timely shipping and invoice requests.
Accurate and up-to-date CRM records.
Accuracy and timeliness of Sales MIS.
Early identification and escalation of bottlenecks.
Reduction in delays caused by internal coordination gaps.
Strong follow-through on pending actions.
Overall ability to keep the Sales Team informed and the order-to-dispatch process moving continuously.
8. PREFERRED INDUSTRY BACKGROUND
Candidates with experience in any of the following environments may be considered favourably:
Wellness / Spa / Hospitality
Fitness Equipment
Premium Consumer / Commercial Equipment
Luxury Interiors / Fit-Out
Engineering / Project Businesses
Imported Products / International Brands
Equipment Distribution
Trading / Distribution Companies
Businesses involving customised quotations and multi-department order fulfilment
9. RECRUITMENT NOTE FOR HR CONSULTANTS
This is not a conventional administrative Sales Coordinator position.
The ideal candidate should have strong Sales Operations / Order Coordination capability and be comfortable managing a large number of moving parts
simultaneously.
Recruitment should prioritise candidates who have demonstrated experience in:
Preparing and managing quotations.
Handling multiple quotation revisions.
Coordinating with technical / design teams.
Raising and tracking purchase requisitions.
Monitoring procurement and delivery status.
Working with CRM / ERP systems.
Converting quotations into Sales Orders.
Coordinating dispatch and invoicing.
Maintaining Sales MIS and management reports.
Following up relentlessly across multiple departments.
Candidates who are primarily reception / administration / basic data-entry oriented with limited ownership of the sales-order process should not be considered suitable.
The preferred candidate should be a strong coordinator excellent follow-up person and highly organised Sales Operations professional who can function as the Sales Team’s internal control point and ensure that opportunities and orders keep moving without avoidable delays.
The person should be a closure-oriented individual.
Seeing a task as followed up is not enough. The expectation is to see it through to closed.
THE INDIA FITNESS CONNECT PVT. LTD. Bespoke Wellness Division
- THE INDIA FITNESS CONNECT PVT. LTD.
- JOB DESCRIPTION – SALES COORDINATOR BESPOKE WELLNESS DIVISION
- 1. POSITION DETAILS
- 2. ABOUT THE COMPANY
- 3. ROLE PURPOSE
- 4. KEY RESPONSIBILITIES
- A. QUOTATION PREPARATION & MANAGEMENT
- B. DESIGN DRAWING & ENGINEERING COORDINATION
- C. PROCUREMENT COORDINATION
- D. MANAGEMENT APPROVALS
- E. CRM & SALES ORDER MANAGEMENT
- F. SHIPPING & INVOICING COORDINATION
- G. PURCHASE IMPORT & CLEARANCE COORDINATION
- H. WAREHOUSE COORDINATION
- I. SALES MIS & ORDER TRACKING
- J. INTERNAL COORDINATION
- 5. CANDIDATE PROFILE
- 6. PERSONAL ATTRIBUTES – CRITICAL FOR SUCCESS
- The most important quality:
- 7. KEY PERFORMANCE EXPECTATIONS
- 8. PREFERRED INDUSTRY BACKGROUND
- 9. RECRUITMENT NOTE FOR HR CONSULTANTS
- The person should be a closure-oriented individual.
Required Skills:
Sales Coordination Sales Operations Order Management Project Coordination Preparation of quotations Quotation revisions Coordination with Design & Engineering Procurement coordination Purchase requisition raising and tracking Monitoring procurement and delivery status CRM ERP systems Sales MIS Management approvals Shipping coordination Invoicing coordination MS Excel Documentation skills Follow-up skills Numerical and commercial understanding Communication skills Attention to detail Product specifications understanding Data and MIS management Multitasking Coordination and communication Problem solving