Sales and Admin Coordinator

Role overview

Sales support

• Prepare company presentations and social media marketing materials; develop new clients and cold-call prospective or existing clients.
• Send RFQs to suppliers, obtain offers, compare supplier prices, and negotiate prices as directed.
• Prepare draft quotations for management approval; support vendor registration and pre-qualification registration.
• Maintain the vendor database and assist with market research on client opportunities and industry trends.
• Respond to customer inquiries and emails, provide sales support, and coordinate client meeting and site information.
• Arrange sales and management meetings, including meetings during business trips.

Administrative duties

• Handle management's personal matters discreetly and confidentially; arrange and coordinate management and sales-team meetings.
• Coordinate travel plans, bookings, exhibitions, and bookkeeping records.
• Prepare draft project and order documents, including purchase orders, invoices, credit notes, packing lists, and delivery notes; send approved documents to relevant parties.
• Maintain hard-copy and soft-copy files for export and local orders, MTCs, signed delivery notes, and material-loading pictures supplied by the logistics coordinator.
• Draft professional emails to clients and suppliers, and acknowledge incoming supplier and customer emails.
• Update the VAT sheet weekly for debit and credit transactions, invoices, and payments, and send the file and relevant invoices each Friday by 5 p.m.
• Check invoice amounts, TRN, and other details against purchase orders or delivery records and document invoices against payments.
• Handle front-office duties, petty cash or billing if requested, office supplies, courier services, and incoming and outgoing mail.
• Assist with special projects, employee onboarding and candidate sourcing, interview scheduling, and office events.

Role expectations

• Handle management's personal matters with discretion and confidentiality.
• Check invoice details against purchase orders or delivery records and maintain supporting payment documentation.
• Maintain project and order files in hard copy and soft copy, including specified order records and supporting materials.

Pay

• Pay starts at AED 3,000 per month.

Work location

• Work is in person.