Designation - Manager Coordination
Key Responsibilities
1) Sales Order & Enquiry Management
- Coordinate the flow of enquiries, quotations, technocommercial offers, and order confirmations.
- Review customer POs for scope, pricing, delivery terms (INCOTERMS), payment milestones, and documentation requirements.
- Maintain an accurate Sales Order Register with status tracking (enquiry quote negotiation PO order dispatch).
2) Cross-Functional Coordination
- Liaise with Production/Planning for delivery commitments, Purchase for critical material availability, Design/Projects for specs & BOM, Quality for FAT readiness, Service for installation schedules, and Finance for commercial clearances.
- Conduct weekly cross-functional review meetings; publish MoMs and follow through on action items.
3) ERP Operations
- Create and manage Sales Orders, Item Masters (where applicable), Delivery Schedules, and Dispatch Requests in the ERP (SAP/Odoo/Tally ERP/Other).
- Ensure data integrity, correct document flow (SO DO/Challan Invoice), and timely status updates.
- Coordinate with ERP admin/vendor for issue resolution, user training, and SOP updates.
4) MIS & Analytics
- Prepare and interpret daily/weekly/monthly MIS: order intake, order book, forecast vs actual, production readiness, dispatch plan adherence, aging orders, customer-wise trends, and contribution analysis (basic).
- Build and maintain dashboards in Excel/Power BI for management visibility.
- Identify bottlenecks and recommend process improvements backed by data.
5) Customer & Channel Communication
- Act as a single point of contact for customers on order status, documentation, FAT dates, dispatch schedules, and installation coordination.
- Support distributors/agents with documentation, spec sheets, compliance formats, and certifications as required for pharma audits.
- Manage escalations professionally and provide timely, accurate responses.
6) Documentation & Compliance
- Ensure accurate preparation and control of quotations, POs, SOs, Proforma Invoices, test certificates, packing lists, inspection reports, and dispatch documentation.
- Support FAT/SAT documentation, DQ/IQ/OQ paperwork (if applicable), and audit requirements aligned with pharma industry standards.
- Maintain version control and adherence to SOPs.
7) Dispatch & Logistics Coordination
- Align dispatch plan with production readiness, quality clearance, and commercial approvals.
- Coordinate with logistics partners for domestic/international shipments; arrange eway bills, LR/AWB/BL, insurance, and packing compliance.
- Track shipments and share updates/PoDs with customers.
8) Governance & Continuous Improvement
- Drive ontime delivery (OTD) and reduce order cycle time through process discipline.
- Standardize templates, checklists, and communication formats.
- Contribute to CRM hygiene, revenue forecasting accuracy, and customer satisfaction metrics.
Required Skills & Competencies
Technical
- Strong proficiency in MS Office (Excel: VLOOKUP/XLOOKUP, Pivot Tables, dashboards; PowerPoint: management decks; Word: formal documentation).
- Hands-on ERP experience (SAP / Odoo / Tally ERP / Infor / Microsoft Dynamics or similar).
- MIS preparation and interpretation—translating data into actions.
- Knowledge of order-to-cash processes, basic inventory concepts, and dispatch documentation.
Communication & Behavioral
- Excellent verbal and written communication; confident with customers and internal stakeholders.
- High ownership, meticulous attention to detail, and strong follow-up discipline.
- Ability to multitask, prioritize, and perform under deadlines.
- Collaborative, solution-oriented, and process-driven.
Experience
- 10 –15 years of experience in Sales Coordination / Sales Operations / Commercial roles in pharma machinery or capital equipment/engineering industries.
- Exposure to regulated documentation (FAT/SAT, validation docs) is an advantage.
- Prior experience working closely with Production, Purchase, and Logistics teams.
Education
- Bachelor's degree in Engineering, Business Administration, Commerce, or Computer Applications.
- Certifications in ERP, Advanced Excel, or Operations/Supply Chain will be an advantage.
Key Performance Indicators (KPIs)
- On-Time Delivery (OTD) %
- Quote-to-Order conversion and cycle time
- Order accuracy (zero rework/revision due to errors)
- Dispatch plan adherence
- Customer response TAT & satisfaction score
- MIS timeliness and accuracy
What We Offer
- Opportunity to work at the intersection of Sales, Operations, and Customer Success in a growing pharma machinery environment.
- Exposure to end-to-end order execution, ERP systems, and data-driven decision-making.
- A collaborative culture focused on process excellence and career growth.
Skills Required
Dashboards, Odoo, Infor, Erp, Ms Office, Excel, Vlookup, Powerpoint, Microsoft Dynamics, Pivot Tables, Tally ERP, Sap
