Front Desk Sales Coordination

The Sales Executive / Front Desk is the critical link between the Sales Manager and the rest of the organization once a lead has been converted into a confirmed order. This role owns the post-close handoff: translating the closed deal into an accurate internal order, coordinating with Production, Warehouse/Logistics, Quality, and Finance to ensure the customer commitment is fulfilled on time and as agreed, and keeping the customer and the Sales Manager informed throughout.

The role also serves as the professional face of the office — managing the front desk, welcoming visitors and customers, and handling incoming calls and enquiries. The role exists to protect the professionalism and reliability of the customer relationship after the sale is won, and to ensure every visitor and caller experiences the same standard of care, from “deal closed” through to “order delivered and invoiced.”

• Receive closed-deal details from the Sales Manager and verify completeness of order information (specifications, quantities, pricing, delivery terms, special requirements).
• Log and process confirmed orders accurately in the company’s order/CRM system without delay.
• Coordinate with Production Planning to confirm manufacturing schedules, lead times, and any capacity constraints, and relay realistic timelines back to the Sales Manager and customer.
• Liaise with Warehouse and Logistics teams to arrange dispatch, shipping documentation, and delivery tracking.
• Coordinate with Quality/QC on any product specification checks, certificates, or compliance documents required by the customer.
• Work with Finance/Accounts to confirm credit terms, generate proforma invoices, and follow up on payment milestones tied to dispatch.

• Manage the front desk/reception area, ensuring it is always professionally staffed and presented during working hours.
• Greet and attend to visitors and customers in person, ensuring a warm, professional first impression of the company.
• Register visitors as per company policy, notify the relevant employee/department, and manage waiting‑area comfort.
• Answer, screen, and route incoming calls promptly and professionally; take accurate messages and follow up to ensure they reach the right person.
• Handle general enquiries (from customers, suppliers, or the public) at the front desk and over the phone, escalating to the appropriate department when needed.
• Coordinate courier, mail, and deliveries arriving at or dispatched from the front desk.
• Maintain front desk supplies, visitor logs, and any related administrative records.

• Act as the customer’s primary point of contact for order status, delivery updates, and after‑sale queries once the Sales Manager has closed the lead.
• Maintain a professional, responsive, and solutions‑oriented tone in all customer and internal communications.
• Proactively flag and communicate any delays, shortages, or issues to both the customer and the Sales Manager before they become escalations.
• Ensure the customer experience remains consistent and professional through the full order‑to‑delivery cycle, reinforcing trust built during the sales process.

• Serve as the internal coordination point across Sales, Production, Warehouse, Quality, and Finance for every closed order.
• Chase internal approvals, documentation, and sign‑offs required to keep orders moving without unnecessary delay.
• Escalate cross‑functional bottlenecks to the Sales Manager or relevant department head in a timely and professional manner.
• Maintain clear records of each order’s status and communication history for visibility across teams.

• Maintain accurate and up‑to‑date order files,…