Sales Coordinator (Kaj Job/ 40)

Position Overview:

The Sales Coordinator is the operational backbone of the B2B Sales function at Tent Studio. This role ensures seamless execution across order management, customer coordination, stock visibility, CRM discipline, lead generation, payment tracking, and sales reporting. The incumbent enables the field sales team to stay focused on selling by owning all back-office coordination with accuracy, speed, and complete ownership.

Sales Order Management & Customer Coordination

• Prepare and process sales orders accurately in the ERP/CRM system with zero errors.
• Coordinate with the sales team for order confirmation, documentation, and status updates.
• Check customer credit limits before forwarding any order for dispatch; escalate deviations to the Sales Head for approval and coordinate with accounts to update limits post-approval.
• Ensure same-day order entry and maintain real-time order status visibility for the team.
• Act as the primary communication bridge between customers, salespersons, and internal departments — accounts, warehouse, and dispatch.
• Resolve order-related queries proactively and coordinate all necessary follow-ups to closure.
• Support the field sales team in daily operational activities so they can stay focused on selling.

Inventory, Dispatch & Stock Coordination

• Coordinate with the warehouse team across the full order-to-dispatch cycle to ensure smooth execution.
• Confirm stock availability against each confirmed order before releasing for dispatch.
• Share LR/Builty copies and delivery updates with customers and salespersons in a timely manner.
• Share daily current stock updates with the sales team via the combined group every morning.
• Flag shortage items and out-of-stock SKUs to the inventory team and the Sales Head proactively.
• Coordinate with the warehouse to prioritize dispatch against urgent or high-value orders.

CRM Tracking & Monitoring

• Track and verify daily field activities of all salespersons in the CRM system.
• Ensure all leads, follow-ups, meeting outcomes, and pipeline stages are updated by EOD.
• Monitor sales pipeline health and escalate stalled leads or delayed follow-ups to the Sales Head.
• Generate CRM activity reports for weekly review and planning meetings.

Sales Analytics, Reporting & Strategy Support

• Prepare daily, weekly, and monthly sales reports, dashboards, and performance analyses for the Sales Head.
• Analyse target vs. achievement data branch-wise and highlight variances with root causes.
• Support the Sales Head in planning sales strategies, territory planning, and action plans.
• Maintain accurate CRM reports, payment status trackers, dispatch summaries, and MIS sheets.
• Ensure all documentation — orders, invoices, ledgers, and reports — is properly filed and retrievable.
• Present data-backed insights to support monthly review meetings and quarterly business planning.

Invoicing, Payment & Ledger Management

• Confirm customer payments daily in coordination with the accounts and sales teams.
• Update payment entries in the ERP/CRM system on time with accurate payment mode details — Cash, UPI, Bank Transfer, Cheque, or Credit Card.
• Coordinate with the accounts department to ensure timely generation and sharing of sales invoices.
• Send invoices to customers and salespersons within 24 hours of dispatch.
• Share customer ledger statements on a regular cycle and drive timely ledger reconciliation.
• Coordinate resolution of discount issues, rate differences, debit/credit note adjustments, and billing corrections within defined timelines.
• Send structured payment reminders to customers and salespersons as per the defined weekly cycle.
• Maintain an overdue payment follow-up tracker with dates, amounts, and outcomes.
• Coordinate with the accounts team for real-time pending recovery updates and escalate high-value overdue to the Sales Head.