Back Office Coordinator

Job Title: Back Office CoordinatorCompany: Glassix

Location: Gujarat, India (On-site)

Department: Sales & Operations

About the Role

Glassix is looking for a detail-oriented Back Office Coordinator to support our sales operations for our physical access control systems business (speed gates, flap barriers, and related security solutions). The ideal candidate will manage day-to-day sales administration, coordinate between sales, accounts, and dispatch teams, and maintain accurate records using Zoho CRM and Zoho Books.

Key Responsibilities

• Manage and update lead, opportunity, and customer records in Zoho CRM — tracking pipeline stages, follow-ups, and conversion status
• Prepare and issue quotations, proforma invoices, and sales orders using Zoho Books
• Coordinate with the sales team to ensure timely follow-up on inquiries, quotes, and pending orders
• Generate GST-compliant tax invoices and ensure accuracy of billing details (HSN codes, GST rates, e-way bills where applicable)
• Track order status from confirmation through dispatch and installation, liaising with the technical/installation team
• Maintain updated records of AMC (Annual Maintenance Contract) renewals and follow up with clients on due dates
• Coordinate with accounts for payment follow-ups, outstanding invoices, and reconciliation in Zoho Books
• Prepare periodic sales reports and dashboards (weekly/monthly) for management review
• Handle customer queries and coordinate with the service team for after-sales support tickets
• Maintain product pricing sheets, catalogues, and documentation for the sales team
• Assist in preparing tender/bid documentation as required

Required Skills & Qualifications

• Bachelor's degree in Business Administration, Commerce, or related field
• 1–3 years of experience in sales coordination, preferably in B2B/industrial/security equipment sales
• Hands-on working knowledge of Zoho CRM and Zoho Books (mandatory)
• Familiarity with GST invoicing, e-way bills, and basic accounting terminology
• Strong MS Excel skills (pivot tables, VLOOKUP, basic reporting)
• Excellent written and verbal communication in English, Hindi, and Gujarati
• Strong organizational skills with attention to detail
• Ability to multitask and coordinate across sales, accounts, and technical teams

Preferred (Good to Have)

• Prior experience in access control, security systems, or building automation industry
• Experience handling AMC/service contract renewals
• Knowledge of Zoho Books' inventory and GST filing modules

What We Offer

• Competitive salary based on experience
• Opportunity to work closely with a growing team in the security/access control industry
• Exposure to end-to-end sales operations, from lead to invoicing to after-sales