About the job

Job Title: Manager - Sales Coordination

Industry: Pharma Machinery Manufacturing

Department: Sales Coordination / Customer Care

Employment Type: Full-time

Location: Sanand, Gujarat.

Role Summary:

- We are seeking a proactive and detail-oriented Manager - Sales Coordination to streamline end-to-end sales operations, from enquiry to order closure and dispatch coordination.

- The ideal candidate will possess excellent communication skills, be skilled in computer systems, have hands-on experience with ERP, and be proficient in MIS preparation and interpretation. You will serve as the central link between Sales, Production, Purchase, Service, Logistics, and Finance to ensure on-time order execution and superior customer communication.

Key Responsibilities:

1) Sales Order & Enquiry Management

- Coordinate the flow of enquiries, quotations, techno- commercial 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 e- way bills, LR/AWB/BL, insurance, and packing compliance.

- Track shipments and share updates/PoDs with customers.

8) Governance & Continuous Improvement

- Drive on-time 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.