Coordination Manager

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.

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.