Sales Co-ordinator

Department: Accounts / Operations

Designation: Billing & Purchase Order Executive

Experience: 2–4 Years

Qualification: Graduate / B.Com preferred

Key Skills: Billing, Purchase Orders, Advanced Excel, Inventory Coordination, ERP/Tally

Job Purpose

We are looking for a Billing & Purchase Order Executive who will be responsible for accurate billing, placing purchase orders with companies/suppliers, maintaining order and inventory records, and preparing MIS reports in Excel.

The candidate should be very comfortable with Excel, numbers, reconciliation and day-to-day coordination with suppliers and the sales team.

Key Responsibilities

1. Billing & Invoicing

Prepare sales invoices accurately and on time.

Verify product, quantity, rate, discount, GST and scheme before billing.

Generate credit/debit notes and sales return documents when required.

Maintain proper billing records.

Coordinate with sales and dispatch teams for pending orders.

Check billing errors and resolve discrepancies.

2. Purchase Order & Company Ordering

Prepare and place purchase orders with companies/suppliers.

Check current stock and sales requirements before placing orders.

Verify company price lists, schemes, discounts and offers.

Maintain records of PO vs supplied quantity vs pending quantity.

Follow up with suppliers for pending orders and shortages.

Check purchase invoices against PO and agreed commercial terms.

Identify excess supply, short supply, wrong rates or scheme differences.

3. Inventory & Reconciliation

Monitor stock availability and identify low-stock items.

Track fast-moving and slow-moving products.

Assist in stock reconciliation.

Coordinate purchase requirements based on sales and inventory.

Maintain records of damaged, expired, returned and pending products where applicable.

4. Excel & MIS Reporting

Candidate should have strong practical knowledge of Microsoft Excel, including:

VLOOKUP / XLOOKUP

SUMIF / SUMIFS

COUNTIF / COUNTIFS

IF / IFS

Pivot Tables

Filters and sorting

Conditional Formatting

Data validation

Duplicate identification/removal

Basic data cleaning

Inventory and sales analysis

Large-data handling

Should be able to prepare reports such as:

Daily/Monthly Sales Report

Purchase Report

Stock Report

Pending Order Report

Company-wise Purchase Report

SKU-wise Sales Report

Salesperson-wise Sales Report

Fast/Slow Moving Stock

Purchase vs Sales Analysis

Scheme/Discount Reconciliation

Preferred Software Knowledge

Microsoft Excel – Good/Advanced level mandatory

Tally Prime / ERP billing software

GST billing and basic taxation understanding

Email and WhatsApp communication

Experience with distribution/wholesale billing software will be preferred.

Candidate Profile

The ideal candidate should be:

Very accurate with numbers and data

Strong in Excel

Organized and systematic

Able to handle multiple purchase orders simultaneously

Comfortable coordinating with suppliers/company representatives

Capable of identifying billing, rate and stock discrepancies

Responsible for meeting billing and ordering deadlines

Good at maintaining records and follow-ups

Key Performance Indicators (KPI)

Performance will primarily be measured on:

Billing Accuracy: Minimum errors in invoices

Order Accuracy: Correct SKU, quantity, rate and scheme

PO Tracking: No untracked pending orders

Purchase Reconciliation: Timely identification of shortages/rate differences

Inventory Support: Timely reporting of low and excess stock

MIS Accuracy: Accurate and timely Excel reports

Turnaround Time: Billing and orders processed within defined timelines

Preferred Experience

Candidates having experience in FMCG, cosmetics, beauty products, salon products, pharmaceutical, consumer goods or distribution businesses will be preferred.

Ideal Candidate: A person who combines billing knowledge + purchase/order management + strong Excel skills + inventory understanding and can independently manage the complete process from order requirement → purchase order → supplier follow-up → purchase verification → billing/MIS reporting.

• It is a Full Time Accountant job for candidates with 2 - 3 years of experience.