# Sales Coordinator - Job Description (Including GeM & Government Orders)
## Position
**Sales Coordinator**
## Department
Sales
## Reporting To
Sales Manager / Business Development Manager / Head of Sales
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# Job Summary
The Sales Coordinator is responsible for supporting the sales team by managing customer orders, preparing quotations, coordinating with internal departments, maintaining sales records, and ensuring timely execution of orders. The role also includes handling **Government e-Marketplace (GeM)** transactions, government tenders, institutional orders, documentation, and contract compliance.
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# Key Responsibilities
### Sales Coordination
* Coordinate daily activities of the sales team.
* Process customer enquiries, quotations, purchase orders, and sales orders.
* Prepare Proforma Invoices (PI), Quotations, Sales Orders, and Contracts.
* Maintain customer master data, price lists, and sales documentation.
* Coordinate with production, warehouse, logistics, dispatch, and accounts departments.
* Ensure timely order execution and delivery.
* Follow up with customers regarding order status.
* Support the sales team in achieving monthly and annual sales targets.
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### Customer Relationship Management
* Handle customer enquiries and resolve issues promptly.
* Build strong relationships with distributors, dealers, hospitals, institutions, and corporate clients.
* Maintain accurate customer communication records.
* Coordinate after-sales support.
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### Order Processing
* Receive and verify Purchase Orders (PO).
* Confirm product availability with production.
* Coordinate dispatch schedules.
* Track shipments until delivery.
* Coordinate invoice generation and payment follow-ups.
* Handle replacement, return, and complaint coordination.
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### GeM (Government e-Marketplace) Responsibilities
* Manage the company's GeM Seller Portal.
* Upload and update product catalogues on GeM.
* Participate in Direct Purchase, L1 Purchase, BOQ bids, Reverse Auction, and Custom Bids.
* Search for new GeM opportunities daily.
* Prepare and submit bids before deadlines.
* Coordinate OEM Authorization, Product Certifications, and Technical Documents.
* Monitor bid status and respond to buyer queries.
* Process GeM Purchase Orders.
* Coordinate invoice generation through GeM.
* Manage GeM CRAC (Consignee Receipt & Acceptance Certificate) follow-ups.
* Coordinate payment tracking through PFMS and GeM.
* Maintain GeM performance ratings and seller compliance.
* Ensure all GeM documentation complies with government procurement guidelines.
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### Government Tender & Institutional Order Management
* Monitor government tender portals and procurement websites.
* Identify relevant tender opportunities.
* Prepare tender documentation.
* Coordinate submission of:
* Technical Bid
* Commercial Bid
* Financial Bid
* Prepare compliance documents such as:
* GST Certificate
* PAN
* UDYAM Registration
* BIS Certification
* ISO Certificates
* MSME Certificate
* Factory License
* Product Test Reports
* Authorization Letters
* Experience Certificates
* Coordinate EMD (Earnest Money Deposit) and Performance Bank Guarantee documentation.
* Maintain tender calendars and submission schedules.
* Coordinate post-award documentation.
* Ensure timely execution of government purchase orders.
* Coordinate institutional supply schedules.
* Track government payment status.
* Maintain records of completed tenders and contract performance.
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### Sales Reporting & MIS
* Prepare Daily Sales Reports.
* Weekly Sales MIS.
* Monthly Sales Dashboard.
* Territory-wise Sales Analysis.
* Product-wise Sales Analysis.
* Distributor Performance Reports.
* Pending Order Reports.
* Outstanding Payment Reports.
* GeM Order Status Reports.
* Government Tender Status Reports.
* Sales Forecast Reports.
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### Cross-functional Coordination
* Coordinate with:
* Production
* Quality
* Purchase
* Warehouse
* Dispatch
* Finance
* Marketing
* Customer Service
* Ensure smooth order execution from enquiry to payment collection.
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# Required Skills
### Technical Skills
* Advanced Microsoft Excel (Pivot Tables, XLOOKUP/VLOOKUP, Charts, Dashboards)
* Microsoft Word & PowerPoint
* ERP Software (SAP, Oracle, Microsoft Dynamics, Tally ERP, Busy, etc.)
* CRM Software (Zoho CRM, Salesforce, HubSpot)
* GeM Portal Management
* Government Tender Documentation
* Order Processing
* MIS Reporting
* Sales Analysis
* Documentation Management
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### Soft Skills
* Excellent communication skills
* Strong coordination skills
* Customer relationship management
* Excellent follow-up ability
* Time management
* Multi-tasking
* Problem-solving
* Negotiation skills
* Attention to detail
* Teamwork
* Analytical thinking
* Ability to work under pressure
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# Educational Qualification
*
* BBA
* BBM
*
* BA
* MBA (Preferred)
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# Experience
* 2-5 years of experience in Sales Coordination, Sales Support, Order Processing, or Customer Support.
* Experience handling **GeM Portal**, **Government Tenders**, and **Institutional Orders** is highly preferred.
* Experience in Manufacturing, FMCG, Medical Devices, Healthcare, Pharmaceuticals, Consumer Goods, or Industrial Products is an added advantage.
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# Key Performance Indicators (KPIs)
* Order Processing Accuracy
* On-time Order Execution
* Quotation Turnaround Time
* Customer Response Time
* Sales MIS Accuracy
* Pending Order Reduction
* Payment Follow-up Efficiency
* GeM Bid Submission Success Rate
* Number of Government Tenders Submitted
* Government Order Conversion Rate
* GeM Compliance Score
* Customer Satisfaction Score
* Distributor Support Efficiency
* Documentation Accuracy
* Sales Team Coordination Effectiveness
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# Preferred Candidate Profile
* Strong knowledge of the **GeM (Government e-Marketplace)** portal and government procurement procedures.
* Experience in managing government tenders, institutional sales, and compliance documentation.
* Excellent proficiency in Microsoft Excel and MIS reporting.
* Strong organizational skills with the ability to handle multiple priorities.
* Ability to coordinate effectively with customers, sales teams, production, logistics, and finance.
* Customer-focused with exceptional follow-up and communication skills.
* Capable of working independently in a fast-paced manufacturing environment.
This role is particularly well-suited for manufacturing companies supplying products to **private distributors, hospitals, institutions, government departments, and public sector organizations**, where seamless coordination of commercial sales, **GeM orders**, and **government tenders** is critical to business success.
2 - 3 Years
1 Openings
2.8 - 3.0 Lac/Yr
Face-to-Face interview
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