Job Description

Provide end-to-end

sales administration

support to accelerate market entry and order execution: manage

vendor registrations

, coordinate

sourcing

and supplier onboarding, assist in

tender participation

, and arrange

logistics/documentation

to ensure on-time, compliant deliveries.

Key ResponsibilitiesA) Vendor Registration & Compliance

Prepare, submit, and track

prequalification/vendor registration

files with government, semi-government, EPC, and private groups. Maintain compliance dossiers: trade license, VAT/TRN, Chamber/ICV (if applicable), QHSE, insurances, references, bank details. Own renewal calendars (licenses, insurances, certificates) and keep portals/profiles current.
B) Sourcing & Supplier Coordination

Source OEMs/distributors; issue RFQs, collect quotations, and prepare

commercial comparisons

. Support negotiations on price,

INCOTERMS

, payment terms, warranty, and lead time. Create and track

POs

, follow up production/dispatch, and resolve non-conformities with suppliers.
C) Tendering & Proposal Support

Monitor e-procurement portals/email for RFQs/RFPs; download documents and maintain a

tender tracker

. Assist scope/BOQ take-offs, compliance matrices, vendor communications, and

techno-commercial

formatting. Prepare submission packs (forms, declarations, bonds/guarantees coordination with Finance when applicable) and submit before deadlines.
D) Logistics & Documentation

Coordinate local/import shipments with freight partners; arrange pickup, delivery, and site access passes. Prepare or collect

shipping & quality documents

(Invoice, Packing List, HS codes, COO, CoC/CoA, MTC, MSDS, warranty). Track

OTIF

(On-Time/In-Full) and update stakeholders proactively.
E) Documentation, CRM & Reporting

Generate and file

quotes, POs, DOs, GRNs, invoices, warranties, service reports

with proper version control. Maintain accurate

CRM/ERP

entries (pipeline, activities, expiries) and weekly dashboards (RFQs, tenders, orders, deliveries). Support collections by sharing PODs/GRNs and coordinating with Accounts where required.
Qualifications & Skills

Bachelor's degree (Business/Commerce/Engineering or similar).

2-5 years

UAE experience in sales administration for

industrial/general trading

or EPC supply chain. Working knowledge of

e-procurement portals

,

INCOTERMS

, and basic trade/logistics documentation. Strong

Excel

(comparative statements, trackers), Word, PowerPoint;

CRM/ERP

familiarity (e.g., Zoho) preferred. Detail-oriented, deadline-driven, with excellent written and verbal communication.

UAE driving license

is an advantage; multilingual (English required; Arabic/Hindi/Urdu/Malayalam a plus).
Performance KPIs

Vendor approvals/registrations

completed per quarter.

RFQ ? Quote

turnaround time and tender submission

on-time rate

.

Cost savings

achieved through sourcing and negotiation.

PO ? Delivery OTIF

and documentation accuracy (zero returns for compliance errors).

CRM data hygiene

and on-time renewal tracking.
Job Type: Full-time