Admin/Sales

Provide end-to-end sales administration support to accelerate market entry and order execution: manage vendor registrations, coordinate sourcing and supplier onboarding, assist in tender participation, and arrange logistics/documentation to ensure on-time, compliant deliveries.

Key ResponsibilitiesA) Vendor Registration & Compliance

• Prepare, submit, and track prequalification/vendor registration files with government, semi-government, EPC, and private groups.
• Maintain compliance dossiers: trade license, VAT/TRN, Chamber/ICV (if applicable), QHSE, insurances, references, bank details.
• Own renewal calendars (licenses, insurances, certificates) and keep portals/profiles current.

B) Sourcing & Supplier Coordination

• Source OEMs/distributors; issue RFQs, collect quotations, and prepare commercial comparisons.
• Support negotiations on price, INCOTERMS, payment terms, warranty, and lead time.
• Create and track POs, follow up production/dispatch, and resolve non-conformities with suppliers.

C) Tendering & Proposal Support

• Monitor e-procurement portals/email for RFQs/RFPs; download documents and maintain a tender tracker.
• Assist scope/BOQ take-offs, compliance matrices, vendor communications, and techno-commercial formatting.
• Prepare submission packs (forms, declarations, bonds/guarantees coordination with Finance when applicable) and submit before deadlines.

D) Logistics & Documentation

• Coordinate local/import shipments with freight partners; arrange pickup, delivery, and site access passes.
• Prepare or collect shipping & quality documents (Invoice, Packing List, HS codes, COO, CoC/CoA, MTC, MSDS, warranty).
• Track OTIF (On-Time/In-Full) and update stakeholders proactively.

E) Documentation, CRM & Reporting

• Generate and file quotes, POs, DOs, GRNs, invoices, warranties, service reports with proper version control.
• Maintain accurate CRM/ERP entries (pipeline, activities, expiries) and weekly dashboards (RFQs, tenders, orders, deliveries).
• Support collections by sharing PODs/GRNs and coordinating with Accounts where required.

Qualifications & Skills

• Bachelor’s degree (Business/Commerce/Engineering or similar).
• 2–5 years UAE experience in sales administration for industrial/general trading or EPC supply chain.
• Working knowledge of e-procurement portals, INCOTERMS, and basic trade/logistics documentation.
• Strong Excel (comparative statements, trackers), Word, PowerPoint; CRM/ERP familiarity (e.g., Zoho) preferred.
• Detail-oriented, deadline-driven, with excellent written and verbal communication.
• UAE driving license is an advantage; multilingual (English required; Arabic/Hindi/Urdu/Malayalam a plus).

Performance KPIs

• Vendor approvals/registrations completed per quarter.
• RFQ → Quote turnaround time and tender submission on-time rate.
• Cost savings achieved through sourcing and negotiation.
• PO → Delivery OTIF and documentation accuracy (zero returns for compliance errors).
• CRM data hygiene and on-time renewal tracking.

Job Type: Full-time