Sales Operations Administrator – Heavy Machinery & Crushers

We are seeking a highly organized and proactive Sales Operations Admin to support the administration and operational activities of our Heavy Machinery and Crusher Sales Department. This role requires strong coordination between sales, workshop, logistics, accounts, and clients, as well as hands-on support in machine documentation, listings, and project follow-ups for both sales and rental operations.

The ideal candidate must be a strong communicator, detail-oriented, commercially aware, and comfortable working in both office and yard/workshop environments.

Key Responsibilities

Client Handling & Communication

• Monitor, read, respond to, and follow up on client emails and inquiries professionally and promptly.
• Coordinate closely with Sales Manager regarding client requirements and deal progress.
• Provide regular updates to clients regarding machine availability, refurbishment, testing, and delivery timelines.
• Maintain proper communication logs and follow-up schedules.

Sales Support & CRM Management

• Manage and update all leads, deals, and client records in Zoho CRM.
• Track sales stages, quotations, follow-ups, and closed deals accurately.
• Generate sales pipeline and activity reports for management.

Quotations & Cost Calculations

• Prepare quotations for both machine sales and rental projects.
• Perform rental and project cost calculations including:
• Machine cost
• Transportation and mobilization
• Installation where applicable
• Operational and site-related costs (if required)
• Coordinate pricing approvals before issuing quotations.
• Maintain quotation documentation and revision tracking.

Workshop, Yard & Operations Coordination

• Coordinate between Sales Department and Workshop/Service Team.
• Track refurbishment, assembly, testing, and readiness of machines.
• Follow up on parts availability affecting delivery commitments.
• Visit yard/workshop when required to collect operational updates.

Machine Measurement, Documentation & Media Support

• Take accurate dimensions and measurements of machines for:
• Listings
• Quotations
• Shipping requirements
• Support with taking machine photos and videos for:
• Client sharing
• Online portals
• Marketing and promotional use
• Ensure machine specifications and technical details are correctly documented.

Logistics & Shipping Coordination

• Coordinate with shipping companies and transporters to obtain competitive freight rates.
• Arrange local and international transport of heavy machinery.
• Track shipments and provide delivery updates to sales team and clients.
• Maintain shipping and delivery documentation.

Accounts & Documentation Support

• Coordinate with Accounts Department for:
• Proforma invoices
• Final invoices
• Payment confirmations
• Ensure documentation aligns with quotations and contracts.
• Support basic follow-up on pending documents when required.

Machinery Portals & Listings Management

• Upload and manage machine listings on machinery sales portals.
• Ensure accurate machine descriptions, photos, specifications, and availability.
• Track and manage portal subscription and renewal dates.
• Monitor leads generated from portals and coordinate with sales team.

Email Marketing & Campaigns

• Execute email marketing campaigns via Constant Contact (minimum twice per week).
• Maintain and update client mailing lists.
• Coordinate promotions with current inventory and sales targets.
• Track basic engagement and campaign performance.

Administrative & Reporting Support

• Maintain organized records of:
• Quotations
• Client correspondence
• Shipping documents
• Portal listings
• Prepare weekly operational and sales support reports.
• Support internal coordination meetings with updated project data.

Required Skills & Qualifications

• Diploma or Bachelor’s degree in Business Administration, Sales, Logistics, or related field.
• 2–4 years experience in sales operations / coordination within:
• Heavy machinery
• Crushers
• Construction equipment
• Industrial or rental sector (strongly preferred)
• Experience using CRM systems (Zoho CRM preferred).
• Experience in preparing quotations and basic project cost calculations.
• Familiarity with logistics coordination for heavy equipment.
• Comfortable working in both office and yard/workshop environments.
• Excellent written and verbal English communication skills.
• Strong organizational and multitasking abilities.
• Proficient in MS Excel, Word, and professional email communication.

Job Type: Full-time

Pay: AED5,500.00 per month

Application Question(s):

• Do you have experience in administration? If yes, how many years and in which industry?
• Do you have experience working with heavy equipment and/or crushers?
• Do you have experience in creating quotations for sales and rental projects?
• Do you have experience coordinating between sales, workshop, and operations teams?
• Do you have experience using CRM systems, specifically Zoho CRM or similar?
• Do you have experience arranging shipping quotes from transporters or freight forwarders?
• Do you have experience handling shipping and logistics documents? Please specify the type of documents.
• Do you have experience taking machine dimensions and technical measurements for quotations or shipping?
• Do you have experience coordinating with accounts for proforma invoices and payment-related documents?
• we are located in dubai industrial city, are you able to relocate close by?