Sales Coordinator

Job Title: Sales Coordinator

Department: Sales & Business Support
Location: Jebel Ali Free Zone, Dubai, UAE
Reports To: Sales Manager / General Manager

Job Purpose:

Responsible for providing support to the sales team by coordinating sales activities, managing customer documentation, and ensuring smooth communication between Sales, Finance, and Logistics departments. The role ensures that all sales transactions are accurately processed, payments are followed up, and deliveries are executed on time to achieve customer satisfaction and company objectives.

Key Responsibilities:

• Sales Support & Coordination
• Prepare sales quotations, contracts, and proposals based on sales team requirements.
• Maintain accurate customer records, inquiries, and order pipelines.
• Track and follow up on customer orders until delivery completion.
• Finance Coordination
• Coordinate with the finance department on payment terms, invoicing, and credit approvals.
• Monitor customer payments, issue reminders, and support collection activities.
• Ensure that sales transactions comply with company financial policies.
• Logistics Coordination
• Liaise with the logistics team for delivery schedules, shipping documents, and customs clearance.
• Ensure all required documents (invoices, delivery notes, certificates, etc.) are prepared and shared with customers.
• Follow up on shipment tracking and resolve delivery issues in coordination with logistics.
• Reporting & Documentation
• Prepare regular sales reports, order status updates, and customer feedback summaries for management.
• Maintain filing systems for contracts, quotations, and related sales documents.
• Support management with data analysis and forecasts.
• Customer Communication
• Respond to customer inquiries promptly and professionally.
• Act as a bridge between customers, sales executives, and internal departments to ensure smooth workflow.
• Assist in resolving customer complaints and service issues.

Qualifications & Skills:

• Bachelor’s degree in Business Administration, Sales, or related field.
• 2–4 years of experience in sales coordination or sales administration, preferably in trading/heavy machinery industry.
• Strong understanding of sales process, invoicing, and logistics procedures.
• Proficiency in MS Office (Excel, Word, Outlook); ERP knowledge is an advantage.
• Excellent organizational, multitasking, and communication skills.
• Strong attention to detail with ability to work under pressure.
• Fluent in English; knowledge of Arabic or Chinese is an advantage.

Key Performance Indicators (KPIs):

• Accuracy and timeliness of quotations and sales documentation.
• On-time coordination of payments with Finance.
• On-time delivery coordination with Logistics.
• Customer satisfaction and response time.
• Efficiency of communication between Sales, Finance, and Logistics.

Job Types: Full-time, Permanent, Contract
Contract length: 24 months