Sales coordinator

About Us: Ashapura Aromas Private Ltd. (AAPL) incorporated in 2003 is a Mumbai based Marketing and Distribution Company supplying Aroma chemicals and Flavour-Fragrance Ingredients. In less than 2 decades, Ashapura Aromas has notched up to be among Top 5 Marketing & Distribution Company in Fragrance & Flavour Industry. Ashapura Aromas has 1611+ products in offerings out of which 918+ products are on the shelf with 81+ MT of Daily Average Movement, 1350+ MT Average Ready Stocks in 162000+ sq. ft. of Material Storage Space.

As a group, Azelis is now amongst top 5 global distributors.

Sales Coordinator (Back Office)

About the Position: As a sales coordinator / customer service Executive, you will be the backbone of our sales operations, ensuring seamless coordination between asst sales managers / sales managers, departments, customers and logistics. This role is ideal for someone who thrives in a structured environment, enjoys gaining varied experience and is passionate about delivering high-quality service.

Location: Thane, Maharashtra

Department: Marketing

Reporting To: Assistant Manager

Experience Required: Minimum 3 Years in Sales Coordination / Back Office in trading companies, (preferably in chemicals)

Education: Any Graduate or B. Sc (Chemistry) would be preferred

Key Responsibilities

Sales Support & Quote Management

Convert customer inquiries (email/WhatsApp) into ERP-based quotations and proposals.

Share accurate and timely quotes with customers.

Follow up on open quotes and reasons for non-conversion.

Re-quote based on internal discussions (pricing, brand, schedule, location).

Close open quotes with documented reasons.

Order & PO Coordination

Follow up on purchase orders and verify alignment with internal records (product specs, quantity, rates, delivery dates, payment terms).

Ensure all special instructions are captured and executed.

Sample & Dispatch Coordination

Record and track sample requests.

Liaise with sample and procurement departments for dispatch and inward tracking.

Coordinate with customers for sample feedback and evaluation.

Logistics & Documentation

Issue dispatch instructions and coordinate with logistics for timely delivery and LR generation.

Collaborate with the quality team for technical documentation (CoA, Halal, MSDS) and customer complaints.

Receivables & Reporting

Follow up on payments and coordinate with accounts for receivables.

Share negative data and feedback with supervisors to improve conversion.

Prepare customer data and insights for meetings and reviews.

General Administration

Maintain CRM records and ensure daily reporting.

Support in ad-hoc tasks and cross-functional coordination as required.

Candidate Profile:

Industry Experience

Prior experience in a non-service, product-based trading company (preferably chemicals, flavours or fragrances).

Familiarity with ERP systems and CRM tools.

Skills & Attributes

Strong interpersonal and communication skills.

Excellent time management and organizational abilities.

Problem-solving mindset with a proactive attitude.

Ability to work independently and collaboratively in a fast-paced environment.

Detail-oriented with a customer service- first approach.

R6701