Back Office Sales Executive

1. Position Title

Inside Sales & Back Office Executive

2. Job Purpose

The purpose of this position is to provide efficient support to the sales and operations functions by handling customer quotations, vendor coordination, commercial documentation, order-related paperwork, customer communication, outstanding follow-up, and basic digital marketing activities. The role is critical in ensuring smooth coordination between customers, vendors, sales, accounts, and internal departments.

3. Key Roles and Responsibilities

A. Inside Sales Coordination

• Prepare and submit quotations to customers accurately and within the required timelines.

• Collect quotations from vendors for price comparison and final proposal preparation.

• Send introductory emails, company profile emails, and first-level communication to prospective customers.

• Follow up with customers regarding quotations, proposals, approvals, and order status.

• Coordinate with the sales team for customer requirements, inquiry status, and order progress.

B. Back Office Documentation

• Prepare Sales Order Forms (SO), Proforma Invoices (PI), and related commercial documents for customers.

• Generate Purchase Orders (PO) to vendors as per approved requirements.

• Coordinate with the accounts department for invoice preparation and documentation support.

• Assist in e-way bill preparation and dispatch-related paperwork.

• Maintain proper records of quotations, customer communications, vendor quotations, purchase orders, invoices, and related documentation.

C. Customer and Vendor Coordination

• Communicate professionally with customers regarding quotations, order status, dispatch details, and payments.

• Coordinate with vendors regarding quotations, purchase orders, delivery schedules, and commercial documents.

• Ensure timely exchange of information between internal departments and external stakeholders.

D. Accounts and Outstanding Follow-up

• Send outstanding payment reminder emails and payment follow-up communications to customers.

• Coordinate with the accountant for invoice-related support, billing documentation, and payment records.

• Assist in maintaining customer outstanding records and supporting collection follow-up activities.

E. Digital Marketing Support

• Support basic digital marketing activities including email campaigns, lead database management, and customer outreach coordination.

• Assist in sending marketing communication and introductory messages to potential customers.

• Support digital lead generation and follow-up activities as required.

4. Educational Qualifications

• Minimum Bachelor's Degree in Commerce, Business Administration, Management, or any related discipline.

5. Experience Required

• Minimum 1 to 3 years of relevant experience in inside sales, back office operations, sales coordination, or commercial documentation.

• Freshers with good communication skills, computer knowledge, and a willingness to learn may also be considered.

• It is a Full Time Back Office / Data Entry job for candidates with 1 - 6+ years Experience.