Administrative Assistant

IT Works Solutions is looking for a well-organized, proactive, and detail-oriented IT Administrative Assistant to support our daily office operations, sales activities, and marketing initiatives.

The successful candidate will assist in preparing quotations and proposals, managing sales leads and schedules, maintaining customer records and renewal databases, coordinating with clients and suppliers, and supporting email and social media marketing activities.

Candidates with an IT-related educational background or practical IT knowledge are preferred, as the role involves supporting an IT solutions and services business.

Key Responsibilities

1. Administrative & Office Support

• Provide day-to-day administrative support to ensure the smooth and efficient operation of the office.
• Maintain and organize company records, files, documents, and databases.
• Handle emails, correspondence, and routine follow-ups with customers and suppliers.
• Assist in scheduling meetings, appointments, service visits, and other business activities.

2. Quotations & Proposals

• Assist in preparing quotations, sales proposals, and other customer-related documents.
• Coordinate with suppliers and vendors to obtain product pricing, availability, and relevant information.
• Ensure quotations and proposals are accurate, professionally formatted, and submitted on time.
• Follow up on submitted quotations and maintain proper records of customer responses.

3. Lead & Sales Coordination

• Maintain and update the company’s sales leads and customer databases.
• Track incoming inquiries, assign or coordinate follow-ups, and monitor lead progress.
• Schedule sales meetings, product demonstrations, and customer appointments.
• Assist the sales team in tracking opportunities and maintaining an organized sales pipeline.

4. Renewals & Documentation

• Maintain records of software licenses, subscriptions, annual maintenance contracts (AMC), hosting, domains, and other service renewals.
• Monitor renewal and expiry dates and send timely reminders to customers.
• Prepare renewal quotations and coordinate with customers, suppliers, and internal teams.
• Maintain accurate records of renewals, purchase orders, invoices, and related documentation.

5. Email & Social Media Marketing

• Assist in preparing and distributing email marketing campaigns, customer announcements, and promotional materials.
• Support the management of company social media accounts, including LinkedIn, Facebook, and other relevant platforms.
• Create and schedule basic marketing posts, promotional messages, and customer communications.
• Assist in promoting IT products, services, webinars, events, and special offers.
• Track customer engagement and maintain records of marketing activities.

6. Customer & Supplier Coordination

• Respond to routine customer inquiries and coordinate with the relevant team for technical or sales-related matters.
• Liaise with suppliers and vendors regarding pricing, stock availability, quotations, and order status.
• Maintain professional communication and ensure timely follow-up on pending requests.

Qualifications & Requirements

• Diploma or bachelor’s degree in Information Technology, Computer Science, Information Systems, Business Administration, or a related field.
• Preference will be given to IT graduates or candidates with an IT background.
• Basic understanding of IT products and services, such as computers, laptops, networking, software, cloud services, and IT support solutions, is an advantage.
• Good working knowledge of Microsoft Office applications, particularly Excel, Word, Outlook, and PowerPoint.
• Good written and verbal communication skills in English.
• Strong organizational skills with attention to detail and the ability to manage multiple tasks.
• Basic knowledge of email marketing, social media platforms, and digital marketing tools is an advantage.
• Ability to coordinate effectively with customers, suppliers, and internal teams.
• Willingness to learn new IT products, systems, and business processes.

Preferred Skills

• Experience in administrative support, sales coordination, quotation preparation, or customer service.
• Familiarity with CRM systems, sales lead management, and renewal tracking.
• Basic knowledge of graphic design tools such as Canva for preparing marketing materials.
• Proactive attitude, problem-solving skills, and the ability to work independently as well as in a team.

What We Are Looking For

We are looking for someone who is organized, dependable, detail-oriented, and eager to learn. The ideal candidate should be comfortable handling administrative tasks while supporting sales, customer relationship management, and marketing activities in a technology-focused business.

If you have an interest in IT, enjoy coordinating with people, and can manage tasks efficiently, we encourage you to apply.

Pay: AED2,500.00 per month

Work Location: In person