Sales Coordinator Tender and domestic sales
United HR Solutions View all jobs
- Ahmedabad, Gujarat
- Permanent
- Full-time
Sales Coordinator Tender and domestic salesJob Purpose / Objective: To manage and coordinate domestic inside sales operations, including distributor management and government tender business. The role ensures seamless communication, documentation, order processing, and cross-departmental coordination to support efficient sales execution and customer satisfaction.Key Responsibilities / Duties:A. Government Tender Coordination: -- dentify and track relevant tenders on GEM and other E-Tender portals.- Study tender requirements (technical, commercial, eligibility) and coordinate document preparation.- Ensure timely submission of bids, including uploading documents, price entries, and compliance checks.- Handle post-tender communication with procurement departments and address any clarifications- Track the status of submitted tenders, contract awards, and renewal opportunities.
- Coordinate for product sample submissions or technical clarifications when required.
- Maintain a centralized tracker of active tenders, deadlines, outcomes, and documentation requirements.B. Distributor Sales Operations: -Act as the primary point of contact for all domestic distributors.- Share quotations, follow up on orders, provide updates on products availability, coordinate delivery timelines and documentation.- Verify and approve purchase orders ensuring they match the agreed pricing and terms.. - Coordinate with logistics and documentation teams for timely dispatch.- Maintain and regularly update distributor records including order history, payment terms, and support needs.
- Resolve distributor queries, escalations, or complaints with professionalism and urgency.
- Support new distributor onboarding and documentation set up. - Collaborate with the accounts team for payment follow-ups and credit term enforcement.C. Day-to-Day Coordination & Reporting:1. Daily Task Planning & Monitoring
- Track completion of follow-ups, quotation submissions, and dispatch communication.
- Prepare and ensure to provide the daily dispatch planning for the Domestics distributors.2. Quotation & Order Handling
- Review and approve quotations before sharing with distributors or institutions.
-Validate purchase orders and initiate order processing.3. Cross-Department Coordination
-Coordinate with Logistics for timely dispatch.
-Liaise with Regulatory for certificates (COC, CE, ISO, etc.)
-Follow up with the Accounts team for payment clearance before order release.4. Customer & Distributor Support
-Handle urgent customer or distributor requests by phone or email
-Share tracking details, invoices, and other dispatch-related documents.5. Documentation & Reporting
-Ensure proper storage and organization of documents: tenders, quotations, POs, invoices.
-Share daily and weekly activity reports with the Inside Sales Head.
-Support internal audits and compliance processes.Key Performance Indicators (KPIs)1. Tender Management Efficiency. Ensures identification, evaluation, and timely participation in relevant government tenders through GEM and E-Tender platforms.
Maintains on-time submission rate with zero documentation or compliance errors.
Demonstrates accuracy and completeness in tender documentation, price entries, and supporting paperwork.
Tracks tender outcomes and renewals proactively, maintaining an updated tender tracker at all times.2. Distributor Sales Coordination. Ensures prompt and accurate communication with domestic distributors regarding quotations, orders, and dispatch schedules.
Completes quotations and order confirmations within the set timelines.
Maintains distributor satisfaction through timely resolution of queries and issues within short time.
Coordinates effectively with cross-functional teams (Accounts, Logistics, Regulatory) to ensure smooth order processing and on-time deliveries3. Documentation and Compliance Maintains accurate and up-to-date documentation for tenders, quotations, purchase orders, invoices, and dispatch records.
Ensures 100% compliance with internal audit, record-keeping, and documentation standards.
Regularly updates and shares master trackers and sales reports as per defined frequency (daily, weekly, and monthly).
4. Sales Support and Target Achievement
Provides effective support to the Inside Sales team in achieving monthly and quarterly sales objectives.
Makes sure all orders are completed smoothly and payments are received on time..
Assists in onboarding and maintaining productive relationships with domestic distributors.
Monitors and reports sales performance trends, identifying opportunities for process improvement.5. Communication and Coordination Excellence
Demonstrates clear, professional, and proactive communication with internal and external stakeholders.
Ensures inter-departmental coordination to minimize process delays or miscommunication.
Maintains a collaborative approach to achieve business objectives efficiently.
Receives positive feedback from team members and managers on coordination quality.6. Reporting and Data Accuracy
Prepares and submits accurate daily, weekly, and monthly MIS reports within deadlines.
Ensures reliability and consistency of sales data in reports and trackers.
Provides analytical insights or summaries to assist management in decision-making.7. Behavioral and Organizational Competencies
Displays accountability, ownership, and discipline in all assigned tasks.
Adheres to company policies, standard operating procedures (SOPs), and professional ethics.
Demonstrates teamwork, adaptability, and a continuous improvement mindset.
Maintains a positive attitude and professional conduct in all internal and external communicationsDesired Candidates :- any graduateGender :- Male & FemaleExprience :- 2 to 5 years