Back Office Coordinator

About the Role

We are seeking a meticulous Back Office Coordinator to join Glassix’s Sales & Operations team in Gujarat, India. This role supports the sales processes mainly for physical access control products like speed gates and flap barriers, ensuring smooth operational flow and accurate record management using Zoho CRM and Zoho Books.

Primary Responsibilities

• Maintain and update lead, opportunity, and customer data in Zoho CRM, monitoring sales stages, follow-ups, and conversion activity.
• Create quotations, proforma invoices, and sales orders through Zoho Books system.
• Collaborate with sales personnel to guarantee prompt follow-up on inquiries, quotes, and orders waiting confirmation.
• Produce GST-compliant tax invoices with precise billing details, including correct HSN codes, GST rates, and handling of e-way bills when applicable.
• Monitor the progress of orders from receipt through dispatch and installation by coordinating with technical teams.
• Keep AMC expiration and renewal records current and engage clients as due dates approach.
• Work with accounts to chase payments, manage outstanding invoices, and reconcile records using Zoho Books.
• Compile regular sales reports and dashboards weekly and monthly for managerial oversight.
• Address customer questions and serve as a liaison with after-sales service teams to resolve support tickets.
• Maintain updated pricing sheets, product catalogues, and relevant documentation for sales use.
• Support the preparation of tender and bid paperwork as needed.

Required Qualifications and Skills

• Bachelor’s degree in Business Administration, Commerce, or a related discipline.
• Between 1 to 3 years of experience in sales coordination, ideally within B2B, industrial, or security product sales sectors.
• Practical experience with Zoho CRM and Zoho Books is essential.
• Knowledge of GST invoicing processes, e-way bills, and fundamental accounting terms.
• Proficiency in Microsoft Excel, particularly in creating pivot tables, using VLOOKUP, and generating basic reports.
• Strong communication skills in English, Hindi, and Gujarati, both spoken and written.
• Excellent organizational abilities with a strong focus on accuracy and detail.
• Capacity to manage multiple tasks and coordinate across sales, accounting, and technical groups effectively.

Preferred Experience

• Background in the access control, security systems, or building automation industries.
• Experience managing AMC or service contract renewals.
• Familiarity with Zoho Books’ inventory management and GST filing functionalities.

What We Offer

• A salary commensurate with experience.
• Opportunity to grow within an evolving security/access control organization.
• Exposure to a comprehensive range of sales operations, from lead generation to invoicing and post-sales support.