Sales Support

At COÉGA, we are looking for a highly organized and proactive Sales Support professional to play a key role in driving sales success and delivering exceptional customer satisfaction.

This role provides critical operational, administrative, and logistical support to the sales team, ensuring seamless order processing, inventory accuracy, e-commerce execution, and excellent service delivery across multiple retail and online sales channels.

You will work closely with Sales, Warehouse, Production, Finance, Quality Control, and external logistics partners to ensure efficient day to day operations and support business growth.

Key Responsibilities

Order Processing & Inventory Management

• Create, upload, commit, and maintain Sales Orders and Transfer Orders based on approved order sheets.
• Process daily orders from the COÉGA Webshop and online retail partners.
• Capture orders in the ERP system, generate pick lists, and create waybills for warehouse fulfilment.
• Maintain accurate Stock on Hand (SOH) updates across e-commerce portals and customer templates.
• Manage Return to Vendor (RTV) processes, including documentation and coordination with Quality Control and Finance.
• Monitor and resolve order discrepancies, shortages, and picking variances in collaboration with warehouse and production teams.
• Complete sales orders upon delivery confirmation, process invoicing, and upload invoices to customer portals for billing and record management.

E-Commerce Sales Support

• Prepare and upload product templates for new product launches and seasonal collections.
• Complete and maintain seasonal e-commerce Masterfile, ensuring accurate product specifications, imagery links, and listing details.
• Set up and maintain retailer price lists.
• Prepare promotional and campaign support sheets as directed by the Sales Manager.
• Review customer website listings to ensure product titles, descriptions, sizes, pricing, and images are accurate and up to date.
• Maintain portal hygiene by removing discontinued products and updating outdated information.

Customer Service Excellence

• Respond promptly and professionally to customer queries via email and telephone.
• Manage shared customer service mailboxes efficiently.
• Provide accurate updates on product availability, order status, and delivery timelines.
• Resolve customer concerns including refunds, exchanges, and complaints with professionalism and care.
• Promote the COÉGA brand through exceptional service and product knowledge, identifying opportunities to encourage add-on purchases.
• Maintain comprehensive customer service records and documentation.

Logistics Coordination

• Coordinate with drivers, freight forwarders, warehouse teams, and delivery partners to ensure timely and complete deliveries.
• Communicate confirmed delivery schedules to customers once orders are ready for dispatch.
• Verify delivery costs against allocated budgets and escalate exceptions for Sales Manager approval where required.
• Manage outbound and inbound customs documentation, including Bills of Entry and Certificates of Origin.
• Coordinate inbound deliveries to the main warehouse and ensure timely Goods Receipt Notes (GRNs).
• Manage and archive Proof of Delivery (POD) documentation.
• Monitor inventory movements and liaise with production teams to resolve stock variances.

Sales Administration Support

• Provide day to day administrative support to the Sales Manager and Junior Account Manager.
• Perform general administrative duties including filing, document management, reporting, and data entry.
• Assist with ad hoc sales support projects as required.

Note: The responsibilities and requirements outlined above are intended to be representative, but not all-inclusive, of the responsibilities and qualifications necessary for this position. Other related duties may be assigned as required to meet the ongoing needs of the organization.

Job Specification:

Qualifications

• Bachelor’s degree in business management or related field.

Experience

• Previous experience in a Sales Support, Sales Administration, Customer Service, Logistics Coordination, or Order Fulfilment role.
• Previous experience working with ERP systems and order processing platforms is essential
• Experience managing e-commerce retailer portals and online marketplace operations is preferred. 
• Proven experience coordinating with warehouse, logistics, production, finance, and customer service teams
• Experience handling invoicing, returns processing, stock reconciliations, and inventory updates
• Exposure to customs documentation, delivery scheduling, and proof of delivery management would be beneficial.

Skills

• A customer-focused mindset, with the ability to prioritize customer satisfaction.
• Advanced Microsoft Excel skills. Pivot Table and VLOOKUP is a MUST. This skill will be tested at the interview stage.
• Self-motivated with strong organizational skills, attention to detail, with the ability to manage multiple tasks concurrently.
• Ability to work under pressure and to deadlines.
• Ability to work independently and collaboratively within cross-functional teams.
• Excellent communication and negotiation abilities to build and maintain relationships with clients and stakeholders.

Compensation

• Salary AED 5,000
• Airfare Allowance
• Medical Insurance
• Seasonal Gifting
• Product Discount