Job Description

The Sales Administrator will support Vortexen's Sales Division in day-to-day commercial operations, preparing quotations, coordinating with suppliers, updating CRM entries, following up with clients, and ensuring all sales documentation and processes are executed efficiently. This role is critical in maintaining smooth communication between Sales, Procurement, Operations, and Management.

Key Responsibilities1. Sales Coordination

Prepare quotations, proposals, proforma invoices, and client documentation. Maintain accurate and up-to-date records in

Zoho CRM

and follow up on leads. Track sales enquiries, follow-ups, closing status, and daily activity logs. Coordinate with the Sales Engineers, Sales Manager, and Operations team.

2. Supplier & Procurement Support

Send RFQs to suppliers and sub-contractors and collect quotations. Follow up on pricing, stock availability, delivery timelines, and technical datasheets. Prepare comparative statements and assist procurement for final selection.

3. Documentation & Reporting

Maintain well-organized files for quotations, PO, invoices, delivery notes, and approvals. Assist in tender submissions, compliance documentation, and ADNOC/Civil Defence requirements. Generate weekly and monthly sales reports for management. Ensure accuracy in all commercial documents.

4. Client Communication

Follow up with clients on quotations, payments, deliveries, and project updates. Coordinate client meetings, prepare minutes, and share updates with the team. Respond to emails, inquiries, online leads, WhatsApp messages, and portal enquiries.

5. Administrative Support

Assist with scheduling, filing, and maintaining the sales calendar. Support marketing team with document formatting, product sheets, and communication material. Manage incoming calls and route to the correct department. Assist in updating the product catalogue (store.vortexen.com).

Required QualificationsEducation & Experience

Bachelor's degree in Business Administration, Commerce, or related field. Minimum

2-4 years

experience in Sales Coordination / Admin role. Experience in

Fire & Safety

,

Oil & Gas

,

Industrial Products

, or

Engineering

field is preferred.

Skills

Strong knowledge of

Microsoft Office / Excel / Word / PDF Editing

. Experience with

CRM systems

(Zoho CRM preferred). Good communication skills (English mandatory; Arabic advantage). Strong organizational and time-management skills. Ability to work under pressure and handle multiple tasks.

Key Competencies

Accuracy and attention to detail. Professional email communication. Fast learner with strong follow-up discipline. Team coordination and positive attitude. Customer-first approach.
Job Type: Full-time