Back Office Sales Assistant

Role Clarity:-

Employee Name:- …………………..

Position Title: - Sales -Assistant

Department: - Sales

Reporting To: - (Head – Sales & Co-ordinations)

Location: - Mumbai ( Borivali )

Company Profile:-

Brassica Pharma is a premier Contract Development and Manufacturing Organization (CDMO) specializing in high-end sterile manufacturing. With state-of-the-art EU-GMP compliant facilities, we lead the industry in sterile ointments, gels, and Pre-Filled Syringes (PFS). Our expertise spans over two decades in topical, dermatological, and liquid oral products, offering a comprehensive end-to-end product lifecycle management—from F&D and dossier preparation to commercial manufacturing.

Role Objective:-

To facilitate the seamless transition of customer purchase orders into the production pipeline by ensuring 100% accuracy in data entry, inter-departmental communication, and adherence to stipulated lead times.

1. Key Responsibility Areas (KRAs):-

The core areas where the Sales Assistant must add value:

1. Order Verification: Validating client POs against approved quotations/PIs.

2. Data Integrity: Maintaining accurate records in Tally and "Order in Hand" trackers.

3. Coordination: Acting as the primary liaison between the Head Office (HO) and the Factory (Production, QA, RA, and Warehouse).

4. Timeline Tracking: Monitoring the "Order Processing Flow Chart" to ensure dispatch deadlines are met.

2. Key Performance Indicators (KPIs):-

How success will be measured: | Metric | Target | | :--- | :--- | |

1. Order Entry Accuracy :-100% (Zero errors in HSN, Price, or Packing Style)

2. Processing Speed :- Sales Order generation within 24 hours of PO receipt

3. Communication :- Zero delays in sharing the "Order in Hand" mail to factory departments

4. Documentation | 100% completion of signed HO copies returned from the factory

3. Standard Operating Procedure (SOP):-

As per SOP Section 8.0, the Sales Assistant shall:

1. Validate: Check PO number, date, address, product details, and Incoterms.

2. Update Tracker: Fill out "Order in Hand" (BD/002/02-V00) and email all factory heads.

3. Tally Entry: Record the voucher under "Ctrl F8" with full consignee and item details (Generic name, MRP, Shelf life, etc.).

4. Factory Liaison: Courier hard copies of the Sales Order and Flow Chart to the factory.

5. Reconciliation: Verify the Monthly Production Plan against the sales forecast and update completion dates for status analysis.

4. Work Flow & Authorization:-

1. Input: Receives Purchase Order from Customer/Client.

2. Action: Processes data and generates internal Sales Order.

3. Authorization: The Sales Assistant is authorized to initiate the order process; however, the Head of Sales remains accountable for final compliance.

4. Output: Disseminates production requirements to Store, Purchase, Production, PPIC, Dispatch, QC, and QA/RA.

5. Compliance & Acknowledgement:-

• Compliance: Must ensure all entries match the Product Registration Number and HSN Codes to avoid legal/taxation discrepancies

• Acknowledgement: Responsible for recording the name of the person acknowledging the PO in the Tally remarks section to maintain an audit trail.

Acknowledgement,

I have read and understood my responsibilities as the Sales Assistant for Brassica Pharma Pvt. Ltd. I agree to adhere to the timelines and procedures defined in the Order Processing SOP.

Employee Signature: ___________________ Date: ______________

HOD Signature: ___________________ Date: ______________

HR Signature___________________ Date: ______________

• It is a Full Time Back Office / Data Entry job for candidates with 3 - 5 years of experience.