Supply Chain Executive

**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.
- **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.**

Pay: ₹350,000.00 - ₹400,000.00 per year

Work Location: In person