Estimation Engineers-for Mining&Mineral Processing Engineering Co.@ Thane/Mubai

About the Client:

A global, technology-driven specialty minerals company that sources, manufactures, sells, and distributes a wide range of minerals and mineral-based products and services.

They are the world's largest producer of bentonite and a leading producer of calcium carbonate. Their products and minerals are an essential part of everyday life for millions of people around the world.

They are used in consumer goods in paper and packaging, food and pharmaceuticals, household and personal care, pet care, Automotive and many more, as well as in industrial settings like steelmaking, metal casting, construction, refractories, infrastructure, and wastewater remediation.

Job Overview:

Position: Contract Administrator & Backend Sales Coordinator

Job Location: Thane(Mumbai)

Payroll-Direct by Co.

Office Timing-10 am - 6.30 pm(Monday-Friday)

Salary- Based on Skills& Relevant Experience

Job Purpose:

The Contract Administrator & Backend Sales Coordinator will play a critical role in supporting the sales and operations functions by managing commercial contracts, coordinating backend sales processes, preparing quotations, processing customer orders, overseeing invoicing, maintaining debtor records, and ensuring smooth project administration from order receipt through project close-out.

This role requires strong commercial acumen, excellent coordination skills, and the ability to work closely with internal departments, customers, and external stakeholders to ensure efficient execution of contracts and sales operations.

Key Responsibilities:

Contract & Purchase Order Management:

• Review and scrutinize all incoming contracts and purchase orders for compliance with quoted commercial terms, including delivery schedules, payment terms, financial instruments, insurance, penalties, documentation, and freight requirements.
• Ensure alignment between customer contracts, purchase orders, and company quotations or bids.
• Identify discrepancies and coordinate with Bid Managers, Sales Teams, and customers to resolve contractual conflicts.
• Manage order acceptance, contractual variations, and terms & conditions negotiations.

Sales Coordination & Commercial Support:

• Prepare accurate customer quotations in coordination with the sales team.
• Process customer orders in internal ERP/CRM systems.
• Coordinate internal approvals and documentation for order execution.
• Maintain organized sales and contract documentation.
• Support customer communication regarding order status, delivery schedules, and documentation requirements.

Project Administration:

• Set up projects in JDEGs or relevant ERP systems.
• Establish and maintain project logs for hours, invoicing, project milestones, and variations.
• Coordinate project schedules, documentation, shipping, freight, and internal execution requirements.
• Ensure all project activities are tracked and properly recorded.

Invoicing & Financial Coordination:

• Raise invoices for fixed-price projects based on milestone trigger points.
• Calculate and process invoices for schedule-of-rates projects.
• Submit invoices and supporting documents to customers.
• Maintain and update debtor records (Debtors List).
• Coordinate with finance teams on outstanding payments and customer collections.
• Support month-end reporting and financial reconciliation.

Project Close-Out:

• Coordinate final invoicing, project closure, and return of financial securities.
• Ensure all projects are properly closed in ERP systems and reporting logs.
• Maintain closure documentation for audit and compliance purposes.

Reporting & Process Improvement:

• Prepare client reports and internal management reports as required.
• Create and maintain templates for quotations, contracts, and project administration.
• Develop, document, and improve internal processes for operational efficiency.
• Support compliance with company policies and commercial governance.

Key Skills & Competencies:

• Strong understanding of contract administration and commercial documentation
• Fluent English as needs to communicate continuously with Australian team.
• Experience in backend sales coordination and order processing
• Excellent organizational and multitasking skills
• Strong financial and commercial awareness
• Proficiency in ERP systems (preferably JDE or similar)
• Advanced Microsoft Office skills (Excel, Word, PowerPoint)
• Excellent communication and stakeholder management abilities
• Attention to detail and problem-solving skills
• Ability to manage multiple projects simultaneously

Qualifications:

• Bachelor's/ Master's Degree in Mechanical/Chemical/Mining or MBA in Business Administration, project Management. Operations, Sales, Supply Chain, or related field.

5+ years of experience in Estimation, contract administration, sales coordination, commercial operations, or project administration

• Experience in industrial, mining, engineering, or manufacturing sectors preferred

Preferred Experience:

• ERP system management (JDE, SAP, Oracle, or similar)
• International sales support and export documentation
• Invoicing, debtor management, and financial coordination
• Exposure to project-based business environments

Department Sales & Marketing and Business Development Role Sales Associate Locations India Job location Thane /Mubai Employment Level | Seniority Mid-Senior level