Sales Coordinator

Job Summary:
We are searching for a proactive and detail-oriented individual to join our team in Abu Dhabi as a Sales Coordinator. In this vital position, you will provide comprehensive support to the sales team, ensuring seamless communication, accurate quotation handling, efficient sales administration, and superior customer service. The ideal candidate will demonstrate strong organisational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced technical and commercial environment.

Key Responsibilities – Sales Support, Administration & Customer Service

• Support the sales team by preparing and managing quotations, processing orders, and maintaining sales documents accurately and confidentially.
• Upon receipt of sales inquiries, review submitted documents to ensure scope of work, BOQ, and price schedules are complete. Coordinate with customers to obtain missing details where required.
• Handle supply and estimation-related inquiries, including fire suppression items, by verifying availability of required details (sections, room data, drawings, specifications, and vendor lists) and coordinating estimation requests accordingly.
• Register and upload complete inquiry documents, title blocks, vendor lists, and email correspondence into the Quotation Management System (QMS) and shared folders, ensuring approvals from Sales Manager, Marketing, and CRM focal points prior to submission to the Estimation Department.
• Coordinate and process material submittal requests, ensuring all required documentation (quotation, technical notes, specifications, vendor list, LOI/LPO or draft contract) is complete and approved before submission to the Submittal Department.
• Handle shop drawing requests by verifying availability of quotations, AutoCAD drawings, scope of work, and LOI/LPO or draft contract, and coordinating approvals before submission to the Engineering Department.

Orders, Contracts & Documentation

• Coordinate the processing of supply orders by issuing agreed quotations with LPOs, obtaining Sales Manager approval, and forwarding documents to the Purchase Department.
• Support order processing for projects with installation by preparing and maintaining complete project files, including signed subcontract agreements, approved quotations, material approvals, drawings, hydraulic calculations, engineering BOQs, and log sheets.
• Prepare transmittal sheets for submission of drawings and material submittals.
• Compile and prepare letters, correspondence, and commercial documents as requested by the Sales and Marketing teams, ensuring proper authorization and signatures.
• Coordinate requests for bank guarantees and deduction memos, ensuring all supporting documents are complete and approvals from Sales, Project, and Accounts departments are obtained.
• Maintain and regularly update pending LOI, LPO, and contract tracking lists.

Coordination & Customer Service

• Act as a key point of contact between customers, suppliers, sales, engineering, estimation, logistics, and accounts teams to ensure smooth workflow and timely processing.
• Respond promptly and professionally to customer enquiries via email, phone, and in person.
• Coordinate with warehouse or logistics teams as required to support order fulfillment.

Required Skills – Sales Coordination, Communication & Organisation

• Excellent verbal and written communication skills, with the ability to build effective relationships with colleagues, clients, and suppliers.
• Strong organisational and multitasking abilities, with meticulous attention to detail in all aspects of sales administration.
• Comfortable working with sales software and Microsoft Office Suite (Word, Excel, Outlook); experience with CRM systems is a distinct advantage.
• Commercial awareness and problem-solving skills to support the sales process and resolve queries efficiently.

Qualifications & Experience – Sales, Administration & Customer Service

• Previous experience in a sales coordinator, sales support, or administrative role is highly desirable.
• Experience working in a dynamic office or commercial environment supporting a sales team is advantageous.
• Demonstrable ability to work independently and as part of a collaborative team, contributing to a positive workplace culture.