Department: Business Development & Administration
Employment Type: Full-Time
Role Overview
The Showroom Executive plays a pivotal role in ensuring seamless showroom operations, superior client experience, and efficient coordination between sales, logistics, and administration. This position acts as the operational backbone of the showroom, bridging client service excellence with internal execution to maintain high standards of efficiency, presentation, and responsiveness.
Key Responsibilities
Client Engagement & Sales Support
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Serve as the first point of contact for walk-in clients, delivering a professional and welcoming experience.
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Understand client requirements, record showroom visits, and coordinate structured follow-ups (calls, emails, WhatsApp) with the sales team.
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Assist in preparing quotations, proposals, sample kits, brochures, and related documentation.
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Track order progress, delivery timelines, and proactively communicate updates to clients and sales representatives.
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Support conversion tracking and contribute to improving the client journey.
Showroom Operations & Front-of-House Management
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Maintain a clean, organized, and aesthetically appealing showroom environment at all times.
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Ensure displays, sample panels, swatches, and marketing collaterals are updated and replenished.
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Manage reception duties including visitor management, call handling, appointment scheduling, and meeting room coordination.
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Oversee administrative facility requirements such as housekeeping, maintenance, utilities, pantry, and stationery with timely vendor coordination.
Logistics & Dispatch Coordination
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Coordinate dispatch and receipt of client orders and sample materials through transporters and courier partners.
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Ensure documentation accuracy including AWB/LR numbers, labeling, and dispatch records.
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Monitor shipment timelines, proactively address delays, arrange re-dispatches or returns, and update stakeholders accordingly.
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Maintain a comprehensive shipment tracker covering date, logistics partner, reference numbers, contents, destination, and delivery status.
Documentation, MIS & Reporting
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Maintain systematic physical and digital records of client interactions, shipment data, vendor invoices, compliance documents, and showroom checklists.
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Submit daily and weekly operational summaries highlighting footfall, follow-ups, dispatch status, vendor coordination, and pending actions.
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Prepare monthly MIS reports including:
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Showroom footfall and conversion analysis
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Shipment performance review
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Inventory status of samples and supplies
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Operational challenges and resolution tracking
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Internal Coordination & Administrative Support
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Coordinate internal meetings, team schedules, and calendar management for showroom operations.
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Record meeting minutes, track action items, and ensure timely closure.
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Maintain staff attendance records, leave registers, and process reimbursement documentation.
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Liaise with vendors (couriers, maintenance, housekeeping, printing) to ensure adherence to SLAs and cost efficiency.
Sample & Inventory Management
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Monitor stock levels of product samples, swatch books, brochures, and packaging materials.
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Maintain issuance and return logs for samples; conduct weekly reconciliation.
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Trigger timely replenishment to prevent operational disruption.
Compliance, Safety & Operational Governance
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Ensure adherence to basic HSE and showroom safety standards.
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Maintain first-aid kits, emergency contact lists, and incident records.
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Support internal audits, documentation checks, and vendor compliance reviews to uphold operational standards.
Desired Skills & Competencies
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Strong communication and interpersonal skills
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Excellent organizational and multitasking ability
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Proficiency in MS Office (Excel, Word, Outlook)
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Attention to detail and documentation accuracy
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Problem-solving mindset with proactive follow-up approach
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Ability to coordinate across teams and vendors efficiently
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Professional presentation and customer-centric attitude
