Assist the Sr. Executive and/ or Executive - Sales & Marketing in:
- To enter all inquiries received from the sales team into the system and generate the project and marketing numbers for entry in the inquiry register.
- To forward all data to the Front End Engineering Department (FEED) team for further technical analysis and processing.
- To follow up with the FEED team on queries from the inquiry and coordinate the same with the customer to ensure the FEED team has a clear understanding for further work.
- To follow up with the FEED team to obtain the offer within the agreed timeline with the client.
- To prepare the offer and technical specifications in consultation with the reporting manager or sales manager responsible, based on data received from the FEED team.
- To send the offer to the client, after understanding the requirement, on instructions from the reporting manager or sales manager.
- To resolve all technical and commercial queries with the client in coordination with the reporting manager, sales manager, and the FEED team.
- To revise the offers as per the requirements of the reporting manager or sales manager and communicate the updates to the client.
- To coordinate with the accounts team before and after receiving the advance payments and completing further formalities, if any.
- To collect customer feedback on the services and goods offered and share it with the respective teams for process improvements.
- To follow up with the sales team to update the status of the offers on a regular basis in the Customer Relationship Management (CRM) system.
Trading Sales -
Assist the Sr. Executive and / or Executive - Sales & Marketing,
- To enter all inquiries received from the sales team into the system and generate the project and marketing number for entry in the inquiry register.
- To search for suitable vendors for items and equipment likely to be supplied in the future.
- To follow up with the supplier for queries from the inquiry and coordinate with the customer to ensure suppliers receive technically clear inquiries for accurate offers.
- To follow up with the supplier to obtain offers within the agreed timeline with the client.
- To prepare the offer and technical specifications in consultation with the reporting manager or sales manager responsible for the client, using the data from the FEED team.
- To send the offer to the client, after understanding the requirement, on instructions from the reporting manager or sales manager.
- To resolve all technical and commercial queries with the client in coordination with the reporting manager, sales manager, and suppliers.
- To revise offers as per the requirements of the reporting manager or sales manager and communicate the updates to the client.
- To follow up with the sales team to update the status of the offers on a regular basis in the CRM system.
- To coordinate with the accounts team for receiving the advance payments and completing further formalities, if any.
- To track the progress of the order with the purchase and technical teams and keep customers informed of the process.
- To ensure and follow up with the purchase and logistics teams to confirm that the material is dispatched as promised.
- To collect customer feedback on the services and goods offered and share it with the respective teams for process improvements.
Marketing Material Management -
Assist the Sr. Executive and / or Executive - Sales & Marketing
- To review the yearly plan for marketing materials such as brochures, calendars, diaries, pens, gift sets, etc.
- To prepare and maintain the inventory list.
- To prepare a procurement plan based on the inventory list.
- To obtain approval from the reporting supervisor for the procurement plan.
- To organize the offers, prepare comparatives from various vendors with samples, and finalize procurement.
- To place purchase orders and follow up on payments and receipt of goods as per schedule.
- To update the inventory list upon receipt and consumption of goods.
- To monitor marketing material requirements on a regular basis and ensure timely availability.
- Organise the couriers to be sent to customers as per the yearly plans and ensure customer receipt and satisfaction.
Reports Management -
Assist the Sr. Executive and / or Executive - Sales & Marketing,
- To review and follow the list of reports as advised in the Performance KRA.
- To review the reports, in addition to those under Performance KRA, that are a part of reports in the sales and marketing functions.
- To prepare the reports as per schedule and share them with the reporting manager.
- To highlight issues in reports to the reporting manager on a regular basis.
- To collect and analyse daily reports from team members.
Events and Visit Management
Assist the Sr. Executive and / or Executive - Sales & Marketing,
- To review the events calendar on a regular basis, including exhibitions and other marketing events.
- To prepare the trackers for events, including all activities required for successful execution, and seek approval from the reporting manager.
- To follow up on the trackers for various arrangements and coordinate for purchases and other preparations as required.
- To monitor the tracker regularly to ensure nothing is missed and all items are ready as per the plan.
- To manage hotel bookings, travel arrangements, and related logistics for events and marketing and sales visits.
Requirements
Skills and Competencies:
- Fluency in English for both written and verbal communications.
- Good negotiation and presentation skills with a willingness to learn and improve.
- Multitasking and organizational abilities to handle multiple inquiries, reports, and coordination tasks.
- Self-motivated, proactive, and result-oriented in supporting sales and marketing functions.
- Excellent follow-up skills to ensure timely responses from vendors, customers, and internal colleagues.
- Good teamwork and interpersonal skills to coordinate effectively with senior sales team members and cross-functional departments.
- Strong attention to detail and accuracy in documentation, data entry, and reporting.
Knowledge
- Basic knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint).
- Basic understanding of sales cycles, from inquiry generation to order closure.
- Basic understanding of back-office support functions for Sales & Marketing, including inquiry registration, reporting, and client coordination.
- Awareness of marketing activities such as exhibitions, events, and social media campaigns.
- Understanding of customer interaction protocols, communication etiquette, and client relationship management.
Preferred Knowledge
- Basic knowledge of industry-specific terms related to HVAC, clean room systems, or technical projects.
- Basic knowledge of professional networking platforms (LinkedIn, etc.) for lead generation will be preferred.
Benefits
- Gratuity Benefit: Provided in accordance with applicable laws.
- Personal Accident Policy: Coverage starts from the date of joining the employment.
- Mediclaim Policy: Comprehensive health insurance coverage on confirmation of employment.
