Admin Executive – Sales (Logistics) - Deira, Dubai

The Admin Executive – Sales supports the commercial and operations teams by handling administrative duties, client coordination, and sales support activities. The role ensures smooth communication between clients and internal departments, maintains accurate sales data, and assists in achieving business growth targets through efficient coordination and documentation.

Key Responsibilities

Sales & Client Coordination

• Respond to incoming customer inquiries and prepare quotations, proposals, and rate sheets for air, sea, and road freight services.
• Follow up with potential clients on quotations and maintain regular communication for lead conversion.
• Coordinate between sales, operations, and finance teams to ensure timely and accurate execution of shipments.
• Support the sales team with scheduling client meetings, preparing sales materials, and tracking follow-ups.
• Maintain and update client databases, ensuring all records and interactions are logged accurately.
  
  

Administrative & Reporting Tasks

• Prepare daily, weekly, and monthly sales performance reports.
• Maintain updated pricing lists and tariffs for different service lines.
• Handle documentation related to client onboarding, LPOs, service agreements, and invoices.
• Ensure accurate filing and documentation for quotations, shipments, and contracts.
• Assist management with data analysis, forecasting, and pipeline tracking.
  
  

Operational Coordination

• Liaise with the logistics and operations teams to verify shipment schedules, routes, and delivery timelines.
• Share real-time shipment status with clients and promptly resolve or escalate any service issues.
• Support customs clearance and documentation activities by coordinating with internal and external stakeholders.
  
  

Required Skills & Qualifications

• 2–4 years of experience in a sales support or administrative role within a logistics, freight forwarding, or transportation company.
• Strong understanding of freight operations (air, sea, and road).
• Excellent written and verbal communication skills in English; additional regional languages are an advantage.
• Proficiency in MS Excel, Word, and CRM tools for data entry, reporting, and documentation.
• High attention to detail, organizational skills, and ability to handle multiple priorities.
• Customer-focused attitude with proactive problem-solving abilities.
  
  

Desirable Attributes

• Familiarity with UAE logistics processes and GCC trade routes.
• Knowledge of freight documentation and customs clearance procedures.
• Ability to work in a fast-paced, deadline-driven environment.
• Strong teamwork, coordination, and multitasking capabilities.
  
  

Key Performance Indicators (KPIs)

• Accuracy and turnaround time of quotations and client documents.
• Conversion rate of leads to active clients.
• Efficiency in client communication and coordination.
• Timely submission of reports and administrative accuracy.