HVAC Secretary

Company Description

Role Description

Qualifications

• Strong clerical skills, including document preparation, filing, data entry, and record management.
• Excellent communication and customer service skills, with the ability to interact professionally with clients, suppliers, and internal teams.
• Experience in company secretarial work and executive administrative assistance, including calendar management, meeting coordination, and minute-taking.
• Proficiency in standard office software (e.g., MS Office or similar tools) and comfort with using digital systems for scheduling and documentation.
• Strong organizational skills, attention to detail, and the ability to prioritize tasks in a fast-paced environment.
• Previous administrative experience in HVAC, engineering, construction, or a related technical field is an advantage.
• Ability to work on-site in Dubai and collaborate effectively with a diverse, multicultural team.
• Relevant diploma or degree in business administration, office management, or a related field is preferred.

CRM & Customer Relationship Management

• Handle incoming calls, emails, WhatsApp messages, and website inquiries professionally.
• Register and maintain all customer data, leads, and opportunities within the CRM system.
• Track customer inquiries from initial contact through quotation and project award stages.
• Follow up with clients regarding quotations, project updates, and pending actions.
• Maintain accurate records of all customer interactions.

HVAC & MEP Coordination

• Support the sales and operations teams with project-related coordination.
• Understand HVAC and MEP terminology, including VRF, Chillers, Ventilation Systems, Split AC, and related services.
• Coordinate communication between clients, consultants, contractors, suppliers, and internal teams.
• Assist with RFQs, quotations, submittals, approvals, and project documentation.

Document Control & Administration

• Prepare, submit, register, and track project documents and correspondence.
• Maintain organized records of quotations, contracts, submittals, approvals, and project files.
• Monitor document revisions and ensure proper document distribution.
• Manage incoming and outgoing correspondence and maintain project logs.
• Support management with administrative and clerical duties.

Reporting & Performance Tracking

• Prepare daily, weekly, and monthly CRM and sales reports.
• Monitor lead conversion rates and sales pipeline activities.
• Generate reports on inquiries, quotations, won projects, and lost opportunities.
• Provide management with accurate business performance updates.

UAE Industry Knowledge

• Demonstrate knowledge of UAE construction and MEP project workflows.
• Familiarity with consultants, contractors, and client coordination processes.
• Understanding of approval procedures and industry documentation standards.
• Experience with Aconex, Asite, or similar document management platforms is highly preferred.

& Requirements

• Minimum 3 years of experience in HVAC, MEP, construction, or engineering companies.
• Bachelor's Degree or Diploma.
• Excellent English communication skills (written and verbal).
• Fluency in a second language is mandatory (Arabic, Russian, or Turkish preferred).
• Proven experience using CRM systems such as Zoho, HubSpot, Salesforce, or similar platforms.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint).
• Strong organizational, multitasking, and reporting skills.
• Experience with document control and project administration.
• Ability to work efficiently in a fast-paced environment.

Preferred Qualifications

• Previous experience in an HVAC or MEP contracting company in the UAE.
• Familiarity with consultant, contractor, and client coordination.
• Knowledge of RFQ, quotation, submittal, approval, and procurement processes.
• Experience with Aconex, Asite, EDMS, or similar document control systems.
• Join Waha Air and become part of a dynamic team delivering HVAC and MEP solutions across the UAE.