Documentation Manager

7 days ago

Surat, Gujarat, India Pooja Agencies Full time ₹ 4,00,000 - ₹ 8,00,000 per year

We are seeking a proactive and detail-oriented Sales Coordinator cum Documentation Manager to join our dynamic team. The ideal candidate will play a dual role in supporting the sales team with coordination tasks and managing all sales-related documentation, ensuring smooth workflow from enquiry to delivery and after-sales support. This position is critical for maintaining strong customer relationships, ensuring timely documentation, and supporting internal operational efficiency.

Role & responsibilities

Sales Coordination:

  • Act as the point of contact between the sales team, suppliers, and customers.
  • Prepare and follow up on quotations, proforma invoices, and customer communications.
  • Track sales enquiries and maintain updated enquiry status reports.
  • Coordinate with suppliers for pricing, lead times, and technical specifications.
  • Assist in order processing, from PO receipt to order fulfillment.
  • Maintain CRM or Excel databases for leads, customers, and order status.
  • Liaise with the logistics team to ensure timely delivery of goods.

Documentation Management:

  • Prepare and maintain sales documentation: quotations, POs, invoices, delivery notes, and dispatch details.
  • Ensure accurate documentation for imports, warranty claims, and service reports.
  • Manage technical documentation: product manuals, data sheets, compliance certificates, etc.
  • Handle tender documentation and submission process when applicable.
  • Coordinate with internal departments for documentation support: accounts, logistics, and service.
  • Maintain a systematic digital and physical filing system.

Customer Support & Follow-up:

  • Provide prompt post-sales support including order tracking, delivery confirmation, and feedback collection.
  • Follow up with customers for payments, C-Forms (if applicable), and other statutory documents.
  • Address customer queries related to product availability, order status, and documentation.

Preferred candidate profile

  • Bachelor's degree in Mech/ Electri Engineering, or related field or Diploma.
  • 2 to 7 years of experience in a similar role in a dealership/distribution company (industrial products preferred).
  • Proficient in MS Office (Excel, Word, Outlook);

Gender- Male/ Female

Job Type: Full-time

Perks and benefits

  • Leave encashment
  • Provident Fund
  • 2 Alternative Saturdays are off

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