SALES ADMIN - Job Description
Department: Sales
Reporting to : Managing Director & Management board
Location: Head Office (Katraj Kondhwa road, Pune)
Employment Type: Full-time
We are looking for a detail-oriented Sales Admin Executive to support our sales team and distributors in smooth business operations.
Key Responsibilities
1. Order Processing and Follow-Up
- Order Verification: Ensure that each distributor’s orders are properly submitted, verified, and align with the company’s terms.
- Timely Processing: Coordinate with the logistics and Store teams to make sure orders are processed without delay, and track progress to ensure timely delivery.
- Follow-Up and Status Updates: Provide ASMs and distributors with order status updates, including expected delivery times, any delays, or partial shipments.
- Order Reconciliation: Review orders against invoices and payments to ensure accuracy and resolve any discrepancies.
2. Inventory and Stock and Samples Management Support
- Stock Level Monitoring: Regularly track inventory levels for each distributor and identify any low-stock situations that could impact sales. Manage sample distribution and re-collections.
- Replenishment Alerts: Notify ASMs and distributors when stock is running low and ensure replenishment orders are placed in advance.
- Coordination with Inventory Team: Work with the internal inventory and warehouse teams to monitor stock availability and prevent stockouts.
- Monthly Stock Reporting: Provide monthly reports on distributor stock levels to help ASMs and management plan accordingly.
3. Sales Tracking and Reporting Monitoring
- Distributor Performance Tracking: Track each distributor’s sales performance, order frequency, returns, and outstanding payments to understand their engagement and impact.
- Monthly Performance Reviews: Prepare monthly performance summaries for each distributor and identify top performers as per targets, as well as spot areas of concern and report to higher-ups.
- Report collections : Ensuring the timely collection and collation of weekly, monthly and yearly or periodical reports from Distributor and Sales people and forwarding them to MIS for analysis.
4. Distributor Onboarding and Support
- Initial Orientation and Training: Work closely with the new distributor to explain company expectations, sales goals, product information, and the process for order submission.
- Account Setup: Facilitate the creation of new distributor accounts and ensure all necessary documentation and information is in place.
- Ongoing Support and Guidance: Serve as the point of contact for questions related to operations, reporting requirements, and best practices for improving sales performance.
- Feedback Collection: Gather feedback from new distributors regarding their onboarding experience and any challenges they face to improve future processes.
5. Issue Resolution
- Identify and Address Concerns: Act as a go-to contact for operational issues, such as order discrepancies, payment delays, or stock shortages.
- Problem-Solving: Work to resolve issues within your authority, or escalate more complex cases to the relevant departments (e.g., Accounts, Logistics) for further action.
- Communication and Follow-Up: Keep the ASM and distributor informed on the progress of each issue until resolution.
- Maintain Records: Log issues, actions taken, and resolutions for future reference, allowing you to spot patterns and proactively address recurring problems.
6. Communication Hub
- Company Updates: Relay new policies, promotional campaigns, and product launches to ASMs, ensuring they are fully briefed on all updates before they reach the distributors.
- Feedback Channel: Collect feedback from ASMs on distributor reactions and any operational challenges encountered, and communicate this to upper management.
- Promotional Coordination: Ensure that promotional materials, product samples, and relevant marketing information reach ASMs and distributors in a timely manner.
- Clear Communication Guidelines: Set protocols for how and when ASMs should communicate with distributors, standardizing the approach to maintain consistency.
Candidate Profile:
- 3-5 years of experience in FMCG, distribution, or similar roles.
- Bachelor’s in Business, Supply Chain, or related field.
- Strong coordination, communication, and MS Office skills.
- Familiar with order/inventory systems.
- Good at multitasking, solving problems, and working under pressure.
Job Type: Full-time
Pay: ₹350,000.00 - ₹400,000.00 per year
Work Location: In person
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