Sales and Event Co-ordinator

Do you love Food, Food Trucks and Events?

wheelsAHOY is hiring a Sales & Event Coordinator in Dubai to support our sales team and coordinate our events. You will be the first point of contact for customers: answering calls and enquiries, preparing quotations, following up, and helping plan and run events.

This is a support role: roughly 60% sales support and customer service, 40% event coordination. It suits someone organised and customer-friendly who wants to grow into sales.

Reports to

Sales Manager / Managing Partner

Working hours

Flexible; evenings, weekends and public holidays when events run

Responsibilities: sales support

You keep every enquiry moving, from the first call to a confirmed order.

• Calls and enquiries
• Answer inbound calls, WhatsApp, email and social media messages promptly and professionally.
• Understand each customer’s requirement and record the details accurately.
• Route technical or complex questions to the right person in the team.
• Quotations
• Prepare accurate quotations and proforma invoices from approved price lists.
• Get approval before offering any discount or special terms.
• Send quotes within 24 hours of receiving a complete enquiry.
• Follow-ups
• Follow up on every open quote until it is confirmed or closed.
• Book meetings, calls and site visits for the sales team.
• Order coordination
• Confirm orders and collect POs, deposits and signed documents.
• Coordinate with operations and production on delivery dates, and keep the customer updated.
• CRM and admin
• Log every lead, call and quote in the CRM or tracking sheet.
• Keep the customer database, price lists and brochures up to date.
• Prepare a weekly report on enquiries, quotes sent and orders confirmed.
• Customer service
• Handle after-sales questions and complaints, and escalate when needed.

Responsibilities: event coordination

You support the planning and running of wheelsAHOY events and activations, so each one happens exactly as promised.

• Pre-event planning
• Hand over each booking with a clear event brief: timings, location, units, menu, staffing, branding and client contacts.
• Build the run-of-show and logistics plan: transport, setup and breakdown times, power, water and parking.
• Coordinate with operations, kitchen, drivers and staff so stock, equipment and people are ready.
• Permits and compliance
• Secure venue approvals, access passes and any required permits (e.g. Dubai Municipality, DET, free-zone or venue authorities).
• Make sure food safety, health and safety, and insurance documents are current and submitted on time.
• Suppliers and vendors
• Book and manage third parties: generators, branding and printing, décor, extra staff, transport.
• Get quotes, confirm orders and keep costs within the event budget.
• On-site execution
• Be on site for key events to supervise setup, service and breakdown.
• Act as the client’s single point of contact on the day.
• Solve problems fast: late deliveries, weather, power failures, guest-count changes.
• Post-event
• Confirm final invoicing and collect outstanding payments.
• Run a short debrief: what went well, what failed, client feedback, cost vs budget.
• Update checklists and templates so the next event runs better.
• Calendar management
• Keep the master event calendar accurate and flag double bookings or resource clashes early.

Requirements

Must have

• 1–3 years in sales support, sales coordination, customer service or event coordination, ideally in the UAE.
• Confident, clear and polite on the phone.
• Experience preparing quotations, proforma invoices or invoices.
• Good with Excel or Google Sheets; CRM experience is a plus.
• Fluent spoken and written English; Arabic, Hindi or Malayalam is a plus.
• Highly organised with strong attention to detail.
• Able to work some evenings and weekends when events run.

Nice to have

• Experience in automotive, trailers, F&B equipment or the events industry.
• Valid UAE driving licence.
• Basic Canva skills for brochures and proposals.
• Diploma or degree in business, marketing or hospitality.

Skills we look for

• Friendly, professional phone manner.
• Accurate with numbers: quotes go out right the first time.
• Handles many enquiries and deadlines at once without dropping any.
• Follows up without being reminded.
• Stays calm under pressure at events.

What we offer

• Competitive basic salary plus performance incentives.
• UAE employment visa, medical insurance and annual leave as per UAE Labour Law.
• Transport or fuel allowance for site visits and events.
• A fast-growing, founder-led team where you shape how events are sold and run.
• Free access to the events you work on — festivals, brand launches and more.

Job Type: Full-time

Pay: AED4,000.00 - AED5,000.00 per month

Experience:

• Direct sales: 2 years (Required)
• event coordination: 2 years (Required)

Location:

• Dubai (Required)

Willingness to travel:

• 25% (Preferred)