Sales Department: Business Development

| 9 minutes

The purpose of this document is to describe the function of the Sales Department - Business Development inside AdvaCare Pharma organization and define the department members’ roles and responsibilities within the team.

1. KPIs

  1. Lead-to-Close Ratio
  2. Lead-to-Close Time Period
  3. Quarterly Revenue Target
  4. Quarterly Profit Target
  5. New Registrations Started
  6. Registrations Completed

2. Organizational Structure

3. Department Role within Company

Goals of Business Development Dept.
  • Communicating with potential Customers via lead replies and follow ups.
  • Understanding the requirements of different Customers and assisting them according to their needs.
  • Clarifying our pre-requisites with the Customers in the beginning of communication.
  • Providing quotations to potential Customers and maintaining communication with the goal of acquiring new Customers.
  • Arranging meetings with the Customers over video/voice call or in person.
  • Understanding the registration requirements in different countries.
  • Ensuring updated document requirements for each Customer.
  • Ensuring accurate packaging requirements for Customer’s destination country.
  • Ensuring no duplicate of products for new Customers with existing exclusive/registering Customers. Generally, the same products are to be avoided for different Customers in the same market.
  • Ensuring that new registering Customers have accepted to remit registration deposit against registration related costs (including but not limited to dossiers, BE studies, samples, legalized/notarized documents).
  • Saving all documents obtained from the Customers to the server in the respective folder (Distributor’s folder/RFQ/Order).
  • Maintaining registration excel sheets for the Customers.
Interdepartmental Relationships
Business Development Dept. & Marketing Dept.

The main role of Marketing Dept. is to execute marketing campaigns and qualify inbound leads and assign them to the BD Dept. Marketing Dept. is also responsible to maintain the Customer contacts and sample inventory database in the system.

  • Lead Replies: BD Dept. must communicate any problems or inaccuracies in the Lead Replies prepared by Marketing Dept. if noticed.
  • Side Campaigns and Newsletters: BD Dept. communicates with the Marketing Dept. regarding the Side Campaigns and Newsletters to prepare and implement. For this BD Dept. has to understand the current trend of the requirements of the inquiries, analyze and communicate it with the Marketing Dept. (for example, when an increase in inquiry for Vitamin C Supplement is observed, Marketing Dept. can plan a Side Campaign to target this specific product).
  • Customer Upload: BD. Dept has to inform Marketing Dept. to input Customer contact information in the system if it is assigned and not already in the ERP.
  • Removing Customers from List: BD Specialist informs Marketing Dept. to remove a Customer from the Newsletter list when assigned Customer asks to stop receiving email updates from our side.
  • Inventory List: BD. Dept. informs the Marketing Dept. when any samples are required from the Inventory List to provide to the Customer.
Business Development Dept. & Registration Dept.

Registration Dept. provides regulatory support to ongoing registrations of BD Dept. by preparing agreements, certificates, and technical documents required by the Customer.

  • Documents: BD Specialists provides the list of documents required to the Registration Dept. to start preparing Registration Agreement and collecting required documents from the manufacturer and/or prepare the documents in-house.
  • Manufacturer Selection: BD Specialists works with the Registration Dept. to confirm which manufacturers can comply with the requirements of a registration in certain circumstances where registration process has started but a change in manufacturer is required.
  • Legalized/Notarized Documents: BD Specialists ask the Registration Dept. to get relevant notarization/legalization costs from the agent as per the registration requirement and also provide confirmation when to proceed with the notarization/legalization process.
  • Preparation of Dossiers and other Documents: BD Specialist works with the Registration Dept. in the preparation of the dossiers and other documents related to registration to ensure delivery of correct documents with the shortest lead time.
  • Deficiencies/Feedback from the Customers for Documents: BD. Specialist communicates any feedback of deficiencies or need of revision from the Customers to the Registration Dept. for revision.
Business Development Dept. & Procurement Dept.

Procurement Dept. provides the connection between each BD Dept. SO with different Vendors that satisfy price and regulatory requirements of a Customer.

  • Products and Documents: BD Dept. provides an accurate products and documents list required from the Customers to the Procurement Dept. Procurement Dept. ensures that quotations are to be provided from Vendors that can comply with the requirements.
  • Samples: BD Dept. checks with the Procurement Dept. if the Vendors can produce/provide samples and any related costs when Customers require samples.
  • Detailed Information: It is the foremost responsibility of the BD Specialist to transfer all relevant information received from the Customer to the Procurement Dept. in relation to the order/registration.
  • Clarity: BD Specialist has to communicate clearly any relevant information from the Customers to the Procurement Dept. rather than just copy-pasting the information in the task.
  • Country-related Questions: BD Dept. can reconfirm information received from the Customers regarding country-specific details such as exclusivity rules or product banned with the Procurement Dept. as they can get this kind of information from the Vendors.
Business Development Dept. & Accounting Dept.

The main role of the Accounting Dept. is to send payment requests to the Customer and to follow up and make sure to receive timely payments from Customers. Accounting Dept. also keeps tab of the balance of each registration for BD Dept. to avoid over budgets from the registration fee paid by the Customer.

  • Sending Payment Request for Orders: BD Specialist sends a task to the Accounting Manager to send the Payment Request to the Customer when an order is to be confirmed.
  • Invoice for Samples: BD Specialist sends a task to the Accounting Manager to send the Payment Request to the Customer when sample request is to be confirmed.
  • Invoice for Registration: BD Specialist sends a task to the Accounting Manager to send the Payment Request to the Customer when a registration is to be confirmed.
  • Checking Which Bank to Use: BD Specialist confirms with the Accounting Manager on which bank to use when payment is to be expected from a Customer country we have never worked with.
  • Different Payment Options: BD Specialist confirms with Account Manager which method of payment to use when Customers are unable to remit via the standard TT.
  • Registration Cost Balance: BD Specialist inquire the balance of each registration from Accounting Dept. in the case that unexpected costs are to be incurred.
Business Development Dept. & Account Managers

Account Managers take over non-registration orders and completed-registration orders handed over from the BD Dept.

  • Escalation of No Registration/Registration Orders: BD Dept. escalates an order to an Account Managers and relay all details related to the order when down payment or full payment has been received. Additionally, the BD Specialist prepares a transition meeting to introduce the Customer with the Account Manager.
  • Documents Required for Registration: In the case where an order and registration is to be processed at the same time, BD Specialist assists the Account Manager to finalize all documents for registration, if required.
  • Exclusivity: In the case where exclusivity (product, category and/or country) is to be granted to an existing Customer , the Account Manager provides this information to the BD Dept. to update under the Exclusivity List.
  • Quarterly Meetings with Customers doing Both Orders and Registration: Account Managers prepare Quarterly Meetings with ordering Customers. In the case where ordering Customers are also registering/re-registering products with the BD Dept., Account Managers inform the relevant BD Specialist on the meeting details. BD Specialists must prepare the discussion points/queries related to registration.
Business Development Dept. & Logistics Dept.

The main role of the Logistics Dept. is to arrange for the shipments of samples or documents to the Customer.

  • Courier Cost: BD Specialists provides sample details (product, size, weight) and destination address to Logistics Dept. to get the courier cost to be informed to the Customer accordingly.
  • Sending of Samples or Documents for Registration: When sending samples/hard copies of documents for registration, BD Specialists provides the consignee information (name, address, contact number) and confirms with Logistics Dept. to send out the samples/documents after cost confirmation. Logistics Dept. will provide the tracking number to the BD Specialist once sent out.
  • Shipping Cost: BD Specialists provides order packing details (product, CBM, weight) and destination port to Logistics Dept. to get the estimated shipping cost to be informed to the Customer when inquired.
  • GMDN/HS Codes: Customers may require HS code or GMDN code for import/registration purpose, Logistics Dept. helps provide this information from the product list.
Business Development Dept. & Design Dept.

The main role of the Design Dept. is to prepare the packaging designs for the products of an order or registration.

  • Mockups Preparation: BD Specialists inform the Design Dept. on packaging details as per Customer’s requirements and the Design Dept. will prepare the packaging mock up accordingly.
  • Manufacturer/Printer Packaging: BD Specialists will confirm the packaging mockup to be sent to the Vendor/printer (depending on the case) to get their packaging design back for BD Specialists to check.
  • Cost of Printer Packaging: In some cases, Vendors can only provide samples in plain or different packaging or their samples packaging cost is expensive, BD Specialist must analyze the scenario and decide to get packaging printed by the printer (depending upon the requirement). Design Dept. checks the cost with the printer shop and informs the BD Specialist.

4. Roles and Responsibilities

Business Development Manager

General:

  • Monitor work of BD Dept. - Sales Dept.;
  • Ensure the efficiency of each BD Specialist;
  • Check the margins/profit percentage of all the SO;
  • Check Manufacturing Agreements, Exclusivity Agreements prepared by each BD Specialist;
  • Check all BD Specialists’ emails and provide suggestions as required;
  • Read every task that is assigned to all BD Specialists and know details of every RFQ/Registration.;
  • Identify potential problems of every RFQ/Registration and suggest solutions to the BD Dept;
  • Engage with potential Customers and maintain communication with the goal of acquiring new Customers;
  • Train new members of BD Dept.;
  • Schedule activities and make sure that they are fulfilled.

Documents:

  • AdvaCare SOPs
  • BD Dept. KPI Report (to be prepared and submitted to the Accounting Dept.)
  • Proforma Invoice & Sales Contract for order, registration, and/or samples
  • Agreements/Documents/Letters related to Customers (for example: Manufacturing Agreement, Confidentiality Agreement, Authorization Letter, etc.)

Skills:

  • Decision-making
  • Problem-solving
  • Delegation
  • Communication
  • Accuracy
  • Attention to detail
Business Development Specialist

General:

  • Arrange emails into TI, T2 and T3;
  • Understanding the requirements of the Customers and processing it;
  • Process RFQs with the goal of converting new Customers or starting new Registrations with existing Customers;
  • Pass on all order/registration requirement information to the Procurement Dept. and Registration Dept.
  • Work on each registration to ensure registration completion with the shortest lead time;
  • Ensure all samples/documents for new order/registration are provided according to Customers’ and country regulatory requirements;
  • Ensure packaging design in accordance with Customer and country regulatory requirements;
  • Ensure registration Customers to convert registration into orders;
  • Maintain and update Customer information in the System;
  • Pass accurate information to respective Account Managers during handover of an ordering Customer.

Documents:

  • Quotation
  • Proforma Invoice & Sales Contract for order, registration, and/or samples
  • Agreements/Documents/Letters related to Customers (for example: Manufacturing Agreement, Confidentiality Agreement, Authorization Letter, etc.)

Skills:

  • Negotiation
  • Time management
  • Proactive
  • Well-informed with Customer requirements to ensure all the documents are correct and relevant before passing to the Customer
  • Communication with all the departments
  • Accuracy
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