Executive — Sales Operations & Coordination

Job Description

Executive — Sales Operations & Coordination

Avana Surgical Systems Pvt Ltd   ·   Chennai

Location                              Chennai, Tamil Nadu (on-site)

Reports to                           Director, Avana Surgical Systems

Experience                          Minimum 2 years in sales operations / business coordination

Employment                        Full-time, permanent

Compensation                     Best-in-class, aligned to experience and demonstrated capability

About Avana

Avana Surgical Systems is a leading medical device distribution business headquartered in Chennai, representing globally trusted brands including Breg Inc. (USA), Aspen Medical (USA), and Richard Wolf Spine (Germany). The company is the market leader in India for endoscopic spine therapy, with 250+ installations, and holds a strong position in orthotics.

As we enter FY27 with an aggressive growth roadmap, we are building the systems, rhythm, and operational infrastructure to become a modern, systems-driven, AI-assisted, human-centered organization. This role is central to that operating discipline.

Role Summary

The Executive — Sales Operations & Coordination is the operational engine of the Avana Surgical business. This person owns the daily, weekly, and monthly rhythm that keeps the sales organization disciplined, the working capital healthy, tenders won and closed, and the leadership team armed with accurate, timely, decision-ready data.

This is a hands-on execution role. The right person delivers polished, complete, accurate dashboards and reports the first time — with zero rework required from leadership. They drive follow-through with sales team members on data, forecasts, and compliance; escalate blockers early; and manage end-to-end tender operations including AMD/EMD recovery. They act with initiative, close loops without being chased, and treat accurate data and on-time delivery as the default standard, not the exception.

Key Responsibilities

SALES OPERATIONS & REPORTING

•    Daily sales dashboards: Publish daily call compliance report, primary sales dashboard, and secondary sales dashboard to Zoho Cliq by 10:00 AM every morning. Escalate non-compliance within 24 hours.

•    Secondary sales tracker: Build and maintain the secondary sales tracker in Zoho Analytics. Monitor primary-vs-secondary revenue gap, distributor-wise and product-wise. Flag distributors with gap greater than 15%.

•    Forecast collection & variance: Collect monthly sales forecasts from all sales leaders by 2nd working day of the current month. Publish consolidated forecast to leadership by 4th working day. Maintain weekly forecast-vs-achievement variance report by salesperson.

•    Elevate campaign tracking: Track the Elevate (Freestyle OA) patient inquiry to consultation to conversion funnel. Publish weekly funnel dashboard; flag drop-offs with named follow-up owners.

•    Zoho Analytics ownership: Maintain accurate, current, decision-ready sales data in Zoho Analytics. Ensure dashboards refresh weekly and data quality issues are resolved within 48 hours.

WORKING CAPITAL & INVENTORY OPERATIONS

•    DSO discipline: Publish weekly DSO dashboard with named accounts greater than 45 days. Drive collection follow-up rhythm with sales team. Escalate aged debtors greater than 60 days. Operational owner of FY27 target: DSO less than 45 days.

•    DII discipline: Publish weekly DII dashboard. Flag overstock SKUs and stockouts. Coordinate weekly stock planning review with SCM. Operational owner of FY27 target: DII less than or equal to 60 days.

•    Slow & non-moving inventory: Drive reduction of slow- and non-moving inventory to less than 10% of monthly revenue through coordination with SCM and sales team. Own liquidation/transfer/return execution.

TENDER MANAGEMENT — END-TO-END

•    Tender lifecycle ownership: Own the complete tender lifecycle for ASSP — opportunity intake, document generation, technical and commercial assembly, submission, and post-submission follow-up. Target 3 tenders per month, approximately 10-12 hours per tender.

•    Submission discipline: 100% of tenders submitted before deadline with zero document errors. Maintain a live tender register with stage-wise status.

•    AMD / EMD recovery: Maintain live tender AMD (Advance Money Deposit) / EMD (Earnest Money Deposit) register. Drive 100% recovery of refundable deposits within 90 days of tender close. Aged deposits greater than 90 days escalated to Director.

•    Win-rate analysis: Track tender win-rate; capture loss reasons; publish quarterly tender performance analysis to leadership.

PRICING & QUOTATION OPERATIONS

•    Master price list: Maintain single source of truth ASSP price list across Breg, Aspen Medical, and Richard Wolf Spine. Control versioning. Communicate revisions to sales team within 24 hours of approval.

•    Quotation support: Provide quotation support for non-standard or complex deals routed by sales team. Turnaround within 24 hours for 95% of requests. Standard quotations remain with sales team in Zoho.

OKR RHYTHM & LEADERSHIP SUPPORT

•    OKR check-in compliance: Drive greater than or equal to 90% weekly OKR check-in compliance via OKR Pulse. Personally follow up with non-compliers by Monday 6:00 PM. Weekly OKR health summary delivered to Director every Monday morning.

•    Leadership review action closure: Receive automated action items from Director's leadership reviews. Drive closure with action owners within committed timelines. Escalate slippages before the next review.

•    AvanaTrack operations (post-launch): Operational owner of AvanaTrack — the demo equipment tracking application. Ensure 100% of equipment movements are logged within 24 hours. Publish weekly utilization report with idle equipment flags.

Requirements

Required Skills & Qualifications

MUST HAVE

•    Minimum 2 years of experience in sales operations, business coordination, or commercial operations at a B2B distribution or medical device company.

•    Graduate degree in Commerce, Business Administration, or Engineering; postgraduate qualification (MBA / PGDM) preferred.

•    Advanced proficiency in Zoho CRM, Zoho Analytics, and Zoho Cliq (or equivalent CRM / BI / collaboration platforms with proven ability to migrate).

•    Advanced Excel — pivot tables, lookups, complex formulas, dashboards.

•    Working knowledge of Indian tender processes — document preparation, EMD / AMD, submission compliance, and deposit recovery.

•    Demonstrated ability to produce accurate, complete, decision-ready dashboards and reports the first time — with minimal rework required from leadership.

•    Track record of managing multiple concurrent priorities (daily reporting + weekly dashboards + active tenders) without dropping commitments.

•    Strong written English; clear professional communication with senior stakeholders.

GOOD TO HAVE

•    Prior experience in medical devices, healthcare distribution, or surgical / hospital equipment.

•    Working knowledge of OKR frameworks or structured goal-setting systems.

•    Exposure to working capital metrics — DSO, DII, inventory ageing analysis.

•    Familiarity with AI productivity tools (ChatGPT, Claude, Zoho Zia, Make.com) for report drafting and workflow automation.

•    Experience with government / PSU / large hospital tender processes.

BEHAVIOURAL ATTRIBUTES

•    Precision: Accurate, complete, error-free work as the default standard — not the exception.

•    Ownership: Takes full responsibility for outcomes; closes loops without being chased.

•    Execution rigour: Delivers on committed timelines consistently; treats deadlines as non-negotiable.

•    Follow-through: Persistent and professional in chasing sales team members for data, forecasts, and compliance; escalates blockers to the Director early rather than letting them slip.

•    Data instinct: Reads dashboards intuitively; spots anomalies; asks the right diagnostic questions.

•    Composure under load: Maintains quality standards even when tender deadlines collide with daily reporting cycles.

What This Role is Not

To ensure clarity of scope and to prevent overlap with other functions, the following are explicitly outside the scope of this role:

•    Executive assistance to the Director (calendar, travel, correspondence, personal support) — this is handled by a separate Executive Assistant to the Director.

•    Commercial decision-making, pricing approvals, or deal structuring — these remain with the Director and sales leadership.

•    Direct people management of the sales team — sales leaders continue to manage their teams; this role supports rhythm and visibility, not authority.

•    Marketing content, digital campaigns, or brand work — these sit with the marketing function.

What This Role Offers

· A high-visibility operational role directly supporting the Director of a leading Indian medical devices business.

· Ownership of business-critical KRAs — working capital health, tender win-rate, sales discipline — that directly move the P&L.

· Meaningful exposure to modern AI-assisted operating systems and productivity tools.

· A dignified, respected role with clear KRAs, measurable outcomes, and structured performance reviews.

· Competitive compensation aligned to experience and demonstrated capability.