Coordination Manager

Job Title: Manager Sales Coordination

Industry: Pharma Machinery Manufacturing

Department: Sales Coordination / Customer Care

Role Summary

We are seeking a proactive and detail-oriented Manager Sales Coordination to streamline endtoend 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, 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 interpretationtranslating 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

• Bachelors 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.