Sales Executive - Back Office

Job Description:

• HSE Compliance: Understand and follow the company's Health, Safety & Environment policies without deviation.
• Enquiry Management: Record all enquiries received via E-mail, Post, Portal, or Phone from distributors or field teams in the MSS Portal.
• RFQ Response: Respond to clarifications on Request For Quote (RFQ) and trigger action to the respective field team representative.
• Quotation Management: Quote for standard items within 1 working day; non-standard items (forward to costing team) within 3 working days. Submit offers for sample or budgetary enquiries within 7 working days.
• Distributor Coordination: Forward standard enquiries to regional distributors and ensure effective follow-up and order placement.
• Follow-Up & Tracking: Follow up bi-weekly with customers for offers, update triggers with the field team, and maintain RFQ status in the register daily.
• RFQ Closure: Ensure all RFQs are closed with proper justification for lost orders; highlight dormant RFQs and close appropriately.
• Order Processing: Book orders in M3, review triggers daily, and take necessary action to close them.
• Contract Review: Check commercial terms before registering purchase orders and highlight anomalies.
• Customer Management: Collect customer credentials, create new customer codes in M3, and coordinate drawing approvals with the engineering department.
• Order Acknowledgement & Lead Time: Issue order acknowledgements to distributors and verify PCDs, negotiating lead times if required.
• Payment Coordination: Communicate with distributors regarding overdue or advance payments.
• Customer Complaints: Register customer complaints with proper First Information Reports in MSS.
• Documentation: Ensure proper documentation and record-keeping as per ISO requirements for the Sales Department.
• Tools: Utilize Excel for reporting and maintaining records.