Sales & Marketing Executive

Junior Sales Person – Job Description

Position Title

Junior Sales Person

Department

Sales & Customer Coordination

Reporting To

Sales Head / Owner

Purpose of Role

To handle day-to-day customer communication, quotation sharing, follow-up, order processing, LMS updates, dispatch coordination, and payment follow-up to ensure smooth conversion from inquiry to payment collection.

Key Responsibilities

1. Customer Inquiry Handling

• Check WhatsApp, calls, and inquiry messages regularly.

• Reply to existing and new customers with latest rate, stock status, dispatch status, and order details.

• Maintain professional and quick response time.

• Share updated rate whenever there is any change.

2. New Customer & Follow-Up Calling

• Make calls to new leads and existing customers.

• Conduct regular follow-up for pending quotations, pending orders, pending payments, and repeat business.

• Maintain follow-up schedule in LMS.

• Escalate interested customers to senior or owner when required.

3. Lead Management

• Update every inquiry and follow-up status in LMS.

• Mark lead stages correctly:

  • New Lead

  • Contacted

  • Follow-Up Pending

  • Quotation Shared

  • Negotiation

  • Confirmed Order

  • Dispatch Pending

  • Payment Pending

  • Closed

• No lead should remain without status update.

4. Rate Negotiation & Confirmation

• Discuss price with customer as per approved rate sheet.

• Negotiate within permitted range.

• Take approval from Sales Head / Owner before final confirmation if rate is below approved limit.

• Confirm final order quantity, rate, dispatch requirement, and payment terms.

5. Quotation & Order Form Sharing

• Prepare and share quotation or order form with customer.

• Ensure quotation includes:

  • Customer Name

  • Product Name

  • Quantity

  • Final Rate

  • GST

  • Delivery Terms

  • Payment Terms

• Maintain quotation record in LMS and register.

6. Order Entry & Approval

• Enter confirmed order into Syspro / ERP and LMS.

• Submit order to Owner / Senior for approval.

• Ensure no order moves forward without approval.

• Cross-check product, quantity, rate, transport, and payment details before entry.

7. Dispatch Coordination

• Coordinate with dispatch team after order approval.

• Inform customer regarding:

  • Dispatch date

  • LR number

  • Transport details

  • Product dispatch status

• Update dispatch details in LMS.

• After dispatch team completes process, ensure customer has received all details.

8. Token / Advance Payment Confirmation

• For new customers, collect token or advance payment before dispatch if company policy requires.

• Confirm payment receipt with accounts department.

• Only after confirmation should order move for dispatch.

9. Internal Approval & Confirmation

• Take required confirmation from Rajit Sir / Owner before final order processing.

• Maintain written confirmation through WhatsApp, email, or signed approval.

10. Register & Record Maintenance

• Maintain manual register and system records for:

  • Customer Inquiry

  • Quotation

  • Confirmed Orders

  • Pending Dispatch

  • Pending Payment

• Ensure all entries are accurate and updated daily.

11. Billing & Payment Follow-Up

• Share bill / invoice with customer after dispatch.

• Call customer for payment follow-up.

• Share ledger and explain outstanding amount if required.

• Coordinate with accounts department for payment confirmation.

• Update owner once payment is received.

12. Owner Reporting

• Daily update to owner regarding:

  • New Leads

  • Orders Confirmed

  • Dispatch Pending

  • Payment Pending

  • Payment Received

  • Customer Complaints

• Take owner sign or confirmation on important documents.

Daily Work Flow

1. Check WhatsApp and missed calls.

2. Reply to customers and share rates.

3. Update lead status in LMS.

4. Call pending leads and old customers.

5. Prepare and share quotation.

6. Negotiate and confirm order.

7. Enter order in Syspro / LMS.

8. Take approval from owner.

9. Coordinate with dispatch team.

10. Share LR / dispatch details.

11. Share bill and follow up for payment.

12. Update owner and maintain register.

Required Skills

• Good communication in Hindi and basic English ☎️

• WhatsApp and phone handling

• Basic Excel and LMS knowledge

• Order entry and billing understanding

• Negotiation skills

• Ability to maintain records accurately

• Ability to follow up consistently

• Coordination with dispatch and accounts team

Performance KPI

• Daily new calls: Minimum 30

• Daily follow-up calls: Minimum 20

• Daily LMS updates: 100% complete

• Quotation response time: Within 15 minutes

• Order entry accuracy: 100%

• Dispatch update time: Within 30 minutes of dispatch

• Payment follow-up completion: Same day of due date

• Customer response time on WhatsApp: Within 10 minutes

Misconduct / Common Errors Not Allowed

• Missing lead update in LMS

• Sharing wrong rate without approval

• Taking order without owner confirmation

• Forgetting dispatch or LR update

• Delay in quotation sharing

• Missing payment follow-up

• Wrong Syspro entry

• Not maintaining register or records

Expected Result From Role

• Faster response to customer 📌

• Better lead conversion

• Proper order tracking

• Fewer customer complaints

• Timely dispatch updates

• Faster payment collection

• Complete visibility to owner on every customer and order

• It is a Full Time Sales / Business Development job for candidates with 0 - 6+ years Experience.