Sales Operations & Invoicing Coordinator

Job description:

Title - Sales Operations & Invoicing Coordinator

Location – Mumbai

Department: Sales & Operations

Key Responsibilities

Sales Operations & Order Management

• Process and track customer orders from initiation to delivery.
• Maintain and update sales records, order status, and pricing details.
• Ensure timely communication with the sales team, customers, and warehouse to avoid order delays.
• Handle inquiries regarding product availability, lead times, and shipment status.

Invoicing & Documentation

• Generate and verify sales invoices, ensuring accuracy in pricing, taxes, and terms.
• Coordinate with the finance team to track payments, credit notes, and outstanding dues.
• Maintain accurate documentation for GST, tax invoices, and logistics compliance.
• Warehouse & Logistics Coordination
• Work closely with the warehouse team to ensure timely dispatch and stock accuracy.
• Monitor inventory levels to prevent shortages and ensure on-time replenishment.
• Arrange and coordinate transportation and logistics partners for smooth delivery.

Sales Team Coordination

• Provide real-time updates on order status, stock availability, and invoicing.
• Support the sales team with reports, pricing sheets, and customer data.
• Assist in handling customer complaints, returns, and credit adjustments.

Reporting & Process Improvement

• Prepare daily, weekly, and monthly reports on order processing, pending shipments, and payments.
• Identify process inefficiencies and suggest improvements in invoicing and logistics operations.
• Maintain and update ERP/CRM systems with relevant sales and operational data.

Qualifications & Skills Required

• Education: Graduate in Business Administration, Commerce, or a related field.
• Experience: 2-5 years of experience in sales coordination, invoicing, or supply chain roles in a B2B setup.
• Technical Skills: Proficiency in MS Excel, ERP software (Tally), and CRM tools.
• Soft Skills: Strong communication, problem-solving, and teamwork skills.
• Industry Knowledge: Experience in specialty chemicals, plastics, or manufacturing is preferred.