Sales Coordinator Tender and domestic sales

About the Company:-

Aleading manufacturer and exporter of medical devices and orthopedic implants, committed to delivering innovative and high-quality healthcare solutions that enhance patient care globally.

Job Title
Sales Coordinator Tender and domestic sales

Job Purpose / Objective: To manage and coordinate domestic inside sales operations, including distributor management and government tender business. The role ensures seamless communication, documentation, order processing, and cross-departmental coordination to support efficient sales execution and customer satisfaction.

Key Responsibilities / Duties:

A. Government Tender Coordination: -

- dentify and track relevant tenders on GEM and other E-Tender portals.

- Study tender requirements (technical, commercial, eligibility) and coordinate document preparation.

- Ensure timely submission of bids, including uploading documents, price entries, and compliance checks.

- Handle post-tender communication with procurement departments and address any clarifications

- Track the status of submitted tenders, contract awards, and renewal opportunities.
- Coordinate for product sample submissions or technical clarifications when required.
- Maintain a centralized tracker of active tenders, deadlines, outcomes, and documentation requirements.

B. Distributor Sales Operations: -

Act as the primary point of contact for all domestic distributors.

- Share quotations, follow up on orders, provide updates on products availability, coordinate delivery timelines and documentation.

- Verify and approve purchase orders ensuring they match the agreed pricing and terms.. - Coordinate with logistics and documentation teams for timely dispatch.

- Maintain and regularly update distributor records including order history, payment terms, and support needs.
- Resolve distributor queries, escalations, or complaints with professionalism and urgency.
- Support new distributor onboarding and documentation set up. - Collaborate with the accounts team for payment follow-ups and credit term enforcement.

C. Day-to-Day Coordination & Reporting:

1. Daily Task Planning & Monitoring
- Track completion of follow-ups, quotation submissions, and dispatch communication.
- Prepare and ensure to provide the daily dispatch planning for the Domestics distributors.

2. Quotation & Order Handling
- Review and approve quotations before sharing with distributors or institutions.
-Validate purchase orders and initiate order processing.

3. Cross-Department Coordination
-Coordinate with Logistics for timely dispatch.
-Liaise with Regulatory for certificates (COC, CE, ISO, etc.)
-Follow up with the Accounts team for payment clearance before order release.

4. Customer & Distributor Support
-Handle urgent customer or distributor requests by phone or email
-Share tracking details, invoices, and other dispatch-related documents.

5. Documentation & Reporting
-Ensure proper storage and organization of documents: tenders, quotations, POs, invoices.
-Share daily and weekly activity reports with the Inside Sales Head.
-Support internal audits and compliance processes.

Key Performance Indicators (KPIs)

1. Tender Management Efficiency.

. Ensures identification, evaluation, and timely participation in relevant government tenders through GEM and E-Tender platforms.
. Maintains on-time submission rate with zero documentation or compliance errors.
. Demonstrates accuracy and completeness in tender documentation, price entries, and supporting paperwork.
. Tracks tender outcomes and renewals proactively, maintaining an updated tender tracker at all times.

2. Distributor Sales Coordination.

. Ensures prompt and accurate communication with domestic distributors regarding quotations, orders, and dispatch schedules.
. Completes quotations and order confirmations within the set timelines.
Maintains distributor satisfaction through timely resolution of queries and issues within short time.
.Coordinates effectively with cross-functional teams (Accounts, Logistics, Regulatory) to ensure smooth order processing and on-time deliveries

3. Documentation and Compliance

. Maintains accurate and up-to-date documentation for tenders, quotations, purchase orders, invoices, and dispatch records.
. Ensures 100% compliance with internal audit, record-keeping, and documentation standards.
. Regularly updates and shares master trackers and sales reports as per defined frequency (daily, weekly, and monthly).
4. Sales Support and Target Achievement
. Provides effective support to the Inside Sales team in achieving monthly and quarterly sales objectives.
. Makes sure all orders are completed smoothly and payments are received on time..
. Assists in onboarding and maintaining productive relationships with domestic distributors.
Monitors and reports sales performance trends, identifying opportunities for process improvement.

5. Communication and Coordination Excellence
. Demonstrates clear, professional, and proactive communication with internal and external stakeholders.
. Ensures inter-departmental coordination to minimize process delays or miscommunication.
. Maintains a collaborative approach to achieve business objectives efficiently.
. Receives positive feedback from team members and managers on coordination quality.

6. Reporting and Data Accuracy
. Prepares and submits accurate daily, weekly, and monthly MIS reports within deadlines.
. Ensures reliability and consistency of sales data in reports and trackers.
. Provides analytical insights or summaries to assist management in decision-making.

7. Behavioral and Organizational Competencies
. Displays accountability, ownership, and discipline in all assigned tasks.
. Adheres to company policies, standard operating procedures (SOPs), and professional ethics.
. Demonstrates teamwork, adaptability, and a continuous improvement mindset.
. Maintains a positive attitude and professional conduct in all internal and external communications

Desired Candidates :-any graduate

Gender :- Male & Female

Exprience :- 2 to 5 years