Business Development Executive (In House)

Business Development Executive – In-House Coordinator

Zurich Graphics is a creative and communication agency that works with businesses to build clear, market-facing communication that supports visibility, trust and growth. With 32 years in business, the company works across branding, marketing support, presentations, proposals, digital lead generation support, client communication and business development enablement.

The Business Development function is expected to act as the front line of the company: identifying opportunities, speaking to prospects, qualifying leads, understanding requirements, preparing client-facing material and ensuring that the management team has clear visibility on every lead and business opportunity.

These roles are designed to work together. The Field BDE is responsible for on-ground client visits, prospecting and market-level lead qualification, while the In-House BDE Coordinator acts as the central lead-control, communication and reporting anchor from the office.

Position :- Business Development Executive – In-House Coordinator (F)

Location:- Vadodara, Gujarat

Employment Type:- Full-time

Work Type :- In-House / Office-Based Sales Coordination

Experience:- Minimum 4–5 years in sales coordination, inside sales, business development support or client coordination

Reporting To :- Sales Head / Management

Coordinates :- Field BDE for lead allocation, visit updates and central reporting

Role Summary

We are looking for an organised, disciplined and communication-oriented Business Development Executive to manage the company's in-house lead coordination, client communication and sales tracking process from the Vadodara office.

This role will act as the central control point for inbound leads, Meta-generated enquiries, follow-ups, client coordination, sales sheets, reports, proposal support and field-team coordination. The person will ensure that every lead is recorded properly, assigned correctly, followed up on time and reported clearly to management.

The role requires someone who is comfortable with calls, email communication, Excel tracking, PowerPoint support, proposal coordination and daily follow-up with the Field BDE. This is a detail-oriented coordination role where discipline and clarity are as important as communication ability.

Key Responsibilities

A. Lead Coordination and Central Lead Management

· Receive, record and manage all inbound leads from Meta Ads and other lead sources.

· Create and maintain a central lead record with client name, contact details, source, requirement,

status and next action.

· Assign and distribute leads to the Field BDE based on territory, urgency and business priority.

· Track the status of each lead from first enquiry to call, meeting, proposal, follow-up and conversion stage.

· Ensure no lead is missed, duplicated, ignored or left without a clear next action.

· Separate serious enquiries from low-quality leads through initial qualification and coordination.

· Maintain a structured lead funnel that management can review easily.

B. Communication and Client Coordination

· Handle inbound client enquiries through calls, emails, messages and other communication channels.

· Coordinate with clients for meetings, demos, follow-up calls and required information.

· Maintain professional phone etiquette and clear written communication in all client interactions.

· Act as the communication link between the Field BDE, clients and management.

· Ensure that client queries are acknowledged and routed to the right person quickly.

· Maintain records of client conversations, meeting schedules and pending responses.

· Follow up politely and consistently with clients wherever required.

C. Field BDE Coordination

· Coordinate with the Field BDE on assigned leads, client visit plans and follow-up schedules.

· Collect timely updates from the Field BDE after calls, visits and meetings.

· Ensure that field updates are documented in the master sales sheet.

· Track whether meetings happened as planned and whether next actions are clearly defined.

· Follow up internally when lead updates, visit summaries or client feedback are pending.

· Help the Field BDE with proposal material, presentation support and client information where required.

· Maintain central visibility on all field activity so that management is not dependent on scattered updates.

D. Sales Tracking and Reporting

· Maintain and update the master sales sheet with all lead and client data.

· Track lead qualification status, meeting status, proposal status, follow-up dates and conversion movement.

· Prepare daily, weekly and monthly reports for management review.

· Compile conversion metrics, active pipeline details, pending follow-ups and lost-lead reasons wherever possible.

· Ensure reporting is clean, accurate and up to date at all times.

· Create visibility on which leads are hot, warm, cold, pending or closed.

· Support management in reviewing lead quality, sales progress and field productivity.

E. Proposals, PowerPoint and Business Documents

· Assist the Field BDE and management team in creating PowerPoint presentations and client proposals.

· Maintain standard proposal templates, company profiles, brochures and business documents.

· Coordinate internal approvals before proposals are shared with clients.

· Ensure proposals and presentations are prepared in a neat, professional and timely manner.

· Track proposal submissions and client responses after submission.

· Maintain a repository of frequently used client-facing documents for easy access.

· Support basic formatting, data entry and documentation requirements connected to sales and business development.

F. Scheduling and Administrative Support

· Schedule client meetings, demos, follow-up calls and internal review discussions.

· Coordinate calendar movement between clients, Field BDE and management where required.

· Support smooth communication before and after client meetings.

· Keep track of pending documents, proposals, callbacks, approvals and client commitments.

· Maintain discipline in reminders and follow-up dates.

· Provide administrative support to keep the business development process organised and consistent.

· Ensure that sales-related information is easily available when management needs it.

G. Process Discipline and Business Support

· Bring structure to the lead-management process by maintaining a single source of truth for lead data.

· Help reduce confusion between inbound leads, field visits, proposal movement and management updates.

· Ensure that the Field BDE and management team are aligned on priority leads.

· Support better client experience by ensuring timely responses and clear coordination.

· Maintain confidentiality and professionalism in handling client data and internal business information.

· Improve sales-team efficiency by ensuring that information, documents and follow-ups are well organised.

· Take responsibility for coordination quality and reporting accuracy.

What Success in This Role Looks Like

· Every lead is captured, assigned, tracked and followed up without confusion.

· The Field BDE receives clear lead information and reports back consistently.

· Management has reliable daily/weekly visibility on pipeline status and lead movement.

· Client communication is timely, professional and well documented.

· Sales sheets, reports and proposal trackers are accurate and regularly updated.

· Presentations, proposals and business documents are organised and easy to access.

· The overall business development process becomes more disciplined and less dependent on memory or informal communication.

Candidate ProfileExperience

· Minimum 4–5 years of experience in sales coordination, inside sales, business development support, client coordination or office-based lead management.

· Experience handling Meta Ads leads, CRM tools, digital enquiries or inbound sales processes will be an advantage.

· Experience coordinating with field sales teams will be useful.

Skills and Capabilities

· Strong verbal and written communication skills in English and a regional language.

· Proficiency in MS Office, especially Excel, PowerPoint and Word.

· Ability to maintain structured sales trackers and lead-management sheets.

· Comfort with client calls, email communication and professional follow-ups.

· Experience with CRM or CRM-style lead tracking will be preferred.

· Ability to assist in basic proposal and presentation preparation.

· Strong coordination ability with field teams and internal stakeholders.

· Professional phone etiquette and good customer-handling skills.

Personal Fit

· Organised, detail-oriented and process-driven.

· Calm and composed while managing multiple leads and follow-ups at the same time.

· Responsible with data, reporting and client communication.

· Clear in communication and disciplined in documentation.

· Comfortable coordinating with field resources and following up for updates.

· Reliable, punctual and serious about maintaining business process discipline.

· Able to support management by bringing clarity and structure to the sales function.

Reporting Structure

· Reports to the Sales Head / Management for business development coordination, reporting and lead-management review.

· Coordinates directly with the Field BDE for lead assignment, visit updates, client feedback, follow-up records and central lead tracking.

· Acts as the central lead-control and sales-coordination resource between management, field sales and clients.

• Note: This Job Description is intended as a guide. Responsibilities may evolve based on business needs.