Roles and Responsibilities:
- Create sales order in the system upon receipt of purchase order, proforma invoices, or sample requisition forms through email or hard copy.
- Enter and update purchase order inputs in the order status tracker to prepare customer service reports and monitor delivery reliability.
- Coordinate with sales team for creation of new customer/consignee codes and manage documentation such as drawings or TPI approvals.
- Upload quotations in coordination with the sales team as per the purchase order price and conditions.
- Circulate sales order details to the planning team and sales representatives.
- Send order confirmations to customers after receiving production schedules from planning within stipulated updates.
- Maintain regular communication with customers and internal teams for schedule optimisation and order status updates.
- Prepare and circulate dispatch outward advice daily, based on confirmed delivery schedules.
- Coordinate with Quality Control (QC) and Outbound logistics teams to ensure timely dispatch of materials and share dispatch confirmations with customers.
- Handle customer queries related to purchase orders, deliveries, and dispatches, ensuring prompt and accurate resolution.
- Prepare and maintain MIS reports for customer service activities including dispatch reliability, confirmed deliveries, order confirmation TAT, and ready-for-delivery status.
- Support activities related to the Quality Management System (QMS) and ensure process adherence.
- Coordinate with the Finance and Accounts Team for invoicing, credit notes, and payment related documentation whenever required.
- Ensure accuracy and completeness of order-related documentation and records for audit readiness.
- Continuously identify process improvement opportunities to enhance customer experience and operational efficiency.
Education Qualification:
- Graduate/Post Graduate in Commerce, Business Administration, or a related field.
Experience:
- 2-5 years of experience in customer service, sales coordination, or order management (preferably in a manufacturing or pharmaceutical setup).
Competencies and Skills:
- Strong interpersonal and communication skills
- Strong coordination and follow-up skills.
- Ability to handle multiple priorities with accuracy and attention to detail
- Customer-centric approach with problem-solving attitude
- Good understanding of sales order processing, dispatch documentation, and logistics workflows.
- Knowledge of ISO/QMS processes will be an added advantage
- Proficiency in SAP system, MS office (Excel, PowerPoint, and Power BI) for data management, and reporting.
- Team player with the ability to collaborate across functions.
