Sales Admin

The Sales Administrator will support Vortexen’s Sales Division in day-to-day commercial operations, preparing quotations, coordinating with suppliers, updating CRM entries, following up with clients, and ensuring all sales documentation and processes are executed efficiently. This role is critical in maintaining smooth communication between Sales, Procurement, Operations, and Management.

Key Responsibilities1. Sales Coordination

• Prepare quotations, proposals, proforma invoices, and client documentation.
• Maintain accurate and up-to-date records in Zoho CRM and follow up on leads.
• Track sales enquiries, follow-ups, closing status, and daily activity logs.
• Coordinate with the Sales Engineers, Sales Manager, and Operations team.

2. Supplier & Procurement Support

• Send RFQs to suppliers and sub-contractors and collect quotations.
• Follow up on pricing, stock availability, delivery timelines, and technical datasheets.
• Prepare comparative statements and assist procurement for final selection.

3. Documentation & Reporting

• Maintain well-organized files for quotations, PO, invoices, delivery notes, and approvals.
• Assist in tender submissions, compliance documentation, and ADNOC/Civil Defence requirements.
• Generate weekly and monthly sales reports for management.
• Ensure accuracy in all commercial documents.

4. Client Communication

• Follow up with clients on quotations, payments, deliveries, and project updates.
• Coordinate client meetings, prepare minutes, and share updates with the team.
• Respond to emails, inquiries, online leads, WhatsApp messages, and portal enquiries.

5. Administrative Support

• Assist with scheduling, filing, and maintaining the sales calendar.
• Support marketing team with document formatting, product sheets, and communication material.
• Manage incoming calls and route to the correct department.
• Assist in updating the product catalogue (store.vortexen.com).

Required QualificationsEducation & Experience

• Bachelor’s degree in Business Administration, Commerce, or related field.
• Minimum 2–4 years experience in Sales Coordination / Admin role.
• Experience in Fire & Safety, Oil & Gas, Industrial Products, or Engineering field is preferred.

Skills

• Strong knowledge of Microsoft Office / Excel / Word / PDF Editing.
• Experience with CRM systems (Zoho CRM preferred).
• Good communication skills (English mandatory; Arabic advantage).
• Strong organizational and time-management skills.
• Ability to work under pressure and handle multiple tasks.

Key Competencies

• Accuracy and attention to detail.
• Professional email communication.
• Fast learner with strong follow-up discipline.
• Team coordination and positive attitude.
• Customer-first approach.

Job Type: Full-time