Sales and Admin Coordinator

Sales and admin coordinator, playing a crucial role in supporting the project coordinator, sales and management. His/Her responsibilities encompass a wide range of assistant, administrative and sales support tasks to ensure smooth company operations and effective communication. Key Responsibilities: 1. Sales Support: o Preparation of company presentations and marketing material for social media platforms. o Develop new clients and Cold calling prospective clients or existing clients. o Send Requests for Quotations (RFQs) to suppliers and get their offers and responses promptly. o Share supplier offers and prices comparison with the management. o Negotiate prices with suppliers as directed by project coordinator/management. o Prepare draft quotations and send only upon management approval to clients. o Liase with clients with customer satisfaction for gate pass, meeting requests, location details, working hours info, etc. o Provide support for vendor registration and Pre-Qualification (PQ) registration. o Assist in managing and updating the vendor database as directed by the project coordinator. o Assist with market research to identify new client opportunities and provide insights on industry trends in communication with the sales team. o Ensuring timely responses and acknowledging all emails and new customer inquiries. o Provide general sales support to facilitate smooth operations and ensure the sales team's needs are met. o Planning meetings during business trips for sales and management. 2. Administrative Duties: o Handle personal matters for the management with discretion and efficiency. o Keep personal matters for the management with high confidentiality. o Arrange meetings for the management and sales team as required. o Check travel plans, bookings arrangement, exhibition tasks, book keeping records. o Arrange, schedule and coordinate meetings on behalf of the Management.

Issue project/order draft files in excel or word format to the project coordinator and management for finalization like Purchase orders invoices, credit notes, packing list and Delivery Notes, etc o Mail the relevant project/order approved document to the relevant supplier/customer/entity. o Maintain 1 hard copy + 3 soft copy file (1 self, 1 project coordinator, 1 management) for below: CIPL (export orders), TIDN (local orders), MTC, Signed Delivery note and material loading pictures to be strictly taken from logistics coordinator. o Acknowledge all supplier and customer email professionally with assurance that we will respond shortly. o Draft professional email correspondence to clients, and suppliers as needed. o Draft & update VAT sheet weekly basis for all debit and credit transactions, invoices, payments. o Send weekly updated VAT file along with relevant invoices to project coordinator and management every Friday COB 5pm. o Ensure all invoice amounts, trn, other details are checked and matching with the PO or delivery. Hard copy and soft copy invoices against all payments made are well documented. o Hand front office duties including greeting guests and ensuring solicitors not allowed. o Petty cash handling and billing may be requested if needed. o Oversee day-to-day arrangements, including maintaining drinking water supplies, managing the coffee machine supplies, stationary supplies and organizing courier services. o Track incoming and outgoing mail and couriers, ensuring that all packages reach their intended recipients and maintaining records for important deliveries. o Assist with special projects and tasks as required by management and project coord. inator. o Assisting with the onboarding process for new employees, including sourcing new candidates o and coordinating initial introductions o Assisting in scheduling interviews for prospective candidates. o Coordinating and managing office events and activities, including special occasions like employee birthdays, anniversaries, or team celebrations in guidance from project coordinator and management.

Pay: AED1,800.00 - AED5,500.00 per month

Work Location: In person