Sales Coordinator - Personal Care

Barentz Distribution India Pvt Ltd · India

The Sales Coordinator – Personal Care plays a critical role in supporting the commercial operations of the Personal Care Business by ensuring seamless coordination between customers, Sales Managers, Principals, Technical Services, Regulatory Affairs, Supply Chain, Customer Service, Logistics, and Finance.

The role is responsible for end-to-end sales administration, order management, customer support, formulation sample coordination, technical documentation management, CRM updates, and commercial reporting to ensure exceptional customer service and efficient business operations.

Critical results and Responsibilities

1. Sales & Commercial Coordination

Support the Sales Managers in managing customer accounts and daily commercial activities.

Prepare quotations, commercial offers, pricing sheets, and customer proposals.

Coordinate RFQs (Request for Quotations) and follow up on pending opportunities.

Track sales enquiries and ensure timely customer responses.

Assist in preparation of annual pricing updates and commercial agreements.

Support business reviews, sales meetings, and customer presentations.

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2. Customer Order Management

Process customer purchase orders accurately in ERP.

Coordinate order confirmations, delivery schedules, and shipment tracking.

Liaise with Customer Service, Supply Chain, and Logistics to ensure timely deliveries.

Monitor backorders and proactively communicate delivery timelines.

Coordinate resolution of order-related issues, returns, shortages, and customer complaints.

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3. Formulation Sample Management

Coordinate customer sample requests with Technical Service Laboratories and Principals.

Ensure timely dispatch of formulation samples and ingredient samples.

Maintain records of sample requests, dispatches, approvals, and customer feedback.

Follow up with customers regarding sample evaluations and trial outcomes.

Coordinate commercial conversion of successful sample trials into business opportunities.

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4. Technical Documentation Management

Coordinate and provide customers with required documentation, including:

Technical Data Sheets (TDS)

Safety Data Sheets (SDS)

Certificates of Analysis (COA)

Product Specifications

Regulatory compliance documents

Product declarations

Allergen statements

Vegan/Halal/Kosher certifications (where applicable)

Coordinate with Regulatory Affairs and Principals to obtain updated technical documents and ensure document accuracy and version control.

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5. Principal Coordination

Coordinate with global and regional Principals regarding customer enquiries and product information.

Support Principal visits by organizing customer meetings, travel schedules, and business reviews.

Monitor Principal action items and ensure timely follow-up.

Coordinate product launches, promotional campaigns, and commercial initiatives with Principals.

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6. CRM & Opportunity Management

Maintain customer interactions and sales activities in the CRM system.

Update sales pipelines, opportunities, customer visits, and quotations.

Track opportunity status from enquiry to order closure.

Generate CRM reports for Business Managers.

Ensure CRM data integrity and timely updates.

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7. Sales Reporting & Business Analytics

Prepare periodic reports including:

Sales performance reports

Pipeline reports

Opportunity conversion reports

Customer-wise sales analysis

Product-wise sales analysis

Principal-wise sales reports

Sample conversion reports

Monthly business dashboards

Forecast reports

Support annual budgeting and sales forecasting exercises.

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8. Cross-functional Coordination

Collaborate closely with:

Supply Chain

Customer Service

Regulatory Affairs

Technical Service Laboratory

Finance

Marketing

Product Management

Logistics

Warehousing to ensure seamless customer support and operational excellence.

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9. Customer Experience

Ensure prompt and professional responses to customer enquiries.

Maintain excellent customer communication throughout the order lifecycle.

Resolve customer issues in collaboration with internal stakeholders.

Build long-term customer relationships through superior service delivery.

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10. Compliance & Process Excellence

Ensure adherence to Barentz SOPs, Quality Management System, and ISO requirements.

Maintain complete commercial documentation and audit records.

Support continuous improvement initiatives within commercial operations.

Comply with all company policies relating to ethics, compliance, and data confidentiality.

Education and experience:

• Bachelor's Degree in Commerce.
• MBA or Postgraduate qualification preferred.
• 3–6 years of experience in Sales Coordination, Commercial Operations, Customer Service, or Sales Support.
• Experience within the Personal Care, Cosmetics, Specialty Chemicals, Ingredients, Flavours & Fragrances, or Specialty Distribution industry is highly preferred.
• Experience working with ERP and CRM platforms is essential.