Sales Coordinator

JOB DESCRIPTION – SALES COORDINATOR

Company: STAR TECHNOFIT TRADING LLCDepartment: SalesJob Title: Sales CoordinatorReports To: Sales ManagerLocation: UAE

1. Job Summary

The Sales Coordinator is responsible for providing administrative, commercial and operational support to the Sales Team in handling customer inquiries (RFQs), preparing quotations, coordinating with suppliers, processing sales orders and monitoring deliveries.

The role involves close coordination with Sales Engineers, Procurement, Logistics and other internal departments to ensure the timely and accurate execution of customer requirements.

The position requires good knowledge of oil & gas trading operations, particularly pipeline materials such as pipes, fittings, flanges, valves and related products, along with strong organizational, communication and documentation skills.

1. Key Responsibilities

2.1 Sales Support & Quotation Management

• Receive, register and review customer inquiries (RFQs).
• Prepare and submit quotations based on instructions and technical inputs from Sales Engineers and the Sales Manager.
• Coordinate with suppliers to obtain pricing, availability and delivery lead times.
• Ensure quotations contain accurate material descriptions, specifications, quantities, pricing and delivery terms.
• Follow up with customers regarding submitted quotations and maintain updated quotation status.
• Coordinate with Sales Engineers to clarify technical specifications and customer requirements.
• Maintain updated supplier information, price lists and quotation records.

2.2 Order Processing & Coordination

• Prepare sales orders, proforma invoices and order confirmations based on approved customer requirements.
• Review customer purchase orders against submitted quotations and highlight any discrepancies to the Sales Manager.
• Coordinate with Procurement and Logistics teams to confirm material availability and delivery schedules.
• Monitor order progress and shipment status and provide timely updates to customers.
• Coordinate delivery arrangements and ensure the timely preparation of delivery notes, invoices, packing lists and other relevant documents.
• Follow up on pending orders and ensure proper coordination until successful delivery.

2.3 Documentation & Compliance

• Maintain organized records of:
• Customer inquiries (RFQs).
• Quotations and revisions.
• Customer purchase orders and sales orders.
• Proforma invoices and commercial invoices.
• Client contracts and correspondence.
• Delivery notes and shipping documents.
• Technical submittals and project-related documentation.
• Assist in preparing technical and commercial documentation required by customers and major oil & gas clients, including ADNOC.
• Coordinate the collection and submission of material certificates, compliance documents and other supporting documents from relevant departments and suppliers.
• Assist in vendor registration and prequalification documentation.
• Ensure documentation is accurate, properly maintained and submitted within required timelines.

2.4 Client Communication & Coordination

• Handle routine customer correspondence and respond to inquiries in a timely and professional manner.
• Coordinate with Sales Engineers regarding customer requirements, clarifications and follow-ups.
• Schedule customer meetings and maintain sales calendars.
• Follow up on pending customer approvals, quotations and order confirmations.
• Maintain professional relationships with customers and suppliers through effective communication.
• Support the Sales Team in maintaining customer records and correspondence.

2.5 Sales Reporting & Tracking

• Maintain and regularly update the RFQ register, quotation tracker and order status records.
• Monitor pending inquiries, submitted quotations, confirmed orders and lost opportunities.
• Prepare weekly and monthly sales activity reports for management.
• Maintain accurate sales records using Excel, ERP systems or CRM platforms.
• Highlight pending actions, delayed orders and outstanding customer responses to the Sales Manager.
• Support the Sales Team in monitoring sales activities and follow-up schedules.

1. Qualifications & Experience

• Bachelor's degree in Business Administration, Commerce or a related field (preferred)
• 1-2 years of relevant experience in a sales coordination or sales support role, preferably within an oil & gas trading or industrial supply company.
• Basic knowledge of pipeline materials, including pipes, fittings, flanges, valves and related products.
• Experience in handling RFQs, preparing quotations and coordinating with suppliers.
• Familiarity with commercial terms, Incoterms and basic shipping documentation.
• Knowledge of ERP systems and CRM platforms is preferred.
• Experience dealing with ADNOC or other oil & gas clients will be an added advantage.
• Proficiency in MS Office applications, particularly Excel, Word and Outlook.
• Good written and spoken English communication skills.

1. Skills & Competencies

• Strong coordination and organizational skills.
• Good commercial awareness and attention to detail.
• Effective written and verbal communication skills.
• Ability to manage multiple inquiries and deadlines.
• Good follow-up and time management skills.
• Ability to work under pressure and meet deadlines.
• Problem-solving and coordination abilities.
• Team-oriented approach with a willingness to support cross-functional departments.
• Professional attitude when dealing with customers and suppliers.

1. Key Performance Expectations

The Sales Coordinator is expected to:

• Ensure timely registration and processing of customer inquiries.
• Prepare accurate quotations within the required timelines.
• Maintain proper follow-up of submitted quotations.
• Ensure accurate sales order and purchase order documentation.
• Coordinate effectively with internal departments and external suppliers.
• Maintain updated and accurate sales records and trackers.
• Ensure timely submission of customer and project-related documentation.

How to Apply: Interested candidates may share their updated CVs at info@startechnofit.com.

Pay: From AED3,000.00 per month

Work Location: In person