Job Description

Dubai | United Arab Emirates

Posted : 08 Dec 2025
Engineering | Sales Architecture, Engineering and construction Full Time

Sales Administrator

The Sales Administrator will manage end-to-end sales administration for BIM projects, acting as the operational link between clients, vendors, BIM managers, finance, and department leadership. This role ensures accurate scoping, timely proposal delivery, complaint contracting, smooth project onboarding, and disciplined invoicing and closure processes to support revenue recognition and client satisfaction.

Roles & Responsibilities

Lead sales administration for BIM projects from initial enquiry through project closeout and certification. Manage incoming enquiries: log requests, pre-evaluate inputs and scope, identify missing information, and follow up with clients to collect required materials for estimation. Vendor coordination: solicit and collect vendor quotations, track responses, and maintain supplier records. Quote qualification and proposal preparation: assess vendor quotes for completeness and competitiveness; prepare and submit professional proposals and commercial offers to clients. Scope validation and approvals: coordinate with BIM Managers to confirm scope and exclusions; obtain Department Head approvals prior to submission. Contracting and LPOs: coordinate internal review and execution of LPOs and project contracts before commencement. Project setup and HCM initiation: on award, create project codes, prepare LPRs, initiate project records in HCM/ERP, and ensure vendor LPOs are issued in coordination with Finance. Delivery and invoicing coordination: liaise with clients and vendors to schedule deliveries, prepare delivery notes, hand over deliverables, obtain payment certificates, and ensure timely client invoicing. Invoice validation and payments: verify vendor invoices, escalate discrepancies, and coordinate with Finance for timely payment release. Change control: identify out-of-scope items with the help of BIM team , raise variation orders, prepare claims for revisions, and track approvals. Risk and escalation: proactively raise risk flags and performance or schedule issues to the BIM Manager and Department Head in advance. Project closure: ensure successful close-out, collect project completion certificates, archive project documentation, and update lessons-learned logs.

Requirements

Qualification and Education Requirements:

Diploma or degree in Business Administration, Construction Management, Architecture, Civil Engineering, or related field. 4+ years' experience in sales administration, project coordination, or commercial support in AEC, BIM, or technical services. Prior exposure to BIM workflows, deliverable conventions, and typical project scopes and exclusions. Experience with ERP/CRM implementation for project onboarding and invoicing.

Minimum Experience/Skills Required:

Communication

: Excellent written and spoken English; clear, professional client and vendor correspondence.

Organisation and time management

: strong ability to prioritise tasks, manage multiple projects concurrently, and meet deadlines.

Attention to detail

: accurate scope review, invoice validation, and contract documentation.

Commercial awareness

: basic understanding of pricing, margins, and contractual terms relevant to BIM services.

Stakeholder coordination

: experience working across technical teams, procurement, finance, and senior leadership.

Negotiation and vendor management

: ability to obtain competitive quotes and manage vendor performance.

Problem solving and escalation

: proactive issue identification, root-cause thinking, and timely escalation.

Systems literacy

: comfortable with HCM/ERP, CRM, Microsoft Office (Excel, Word, Outlook); ability to learn project management tools & document management systems like Aconex & Autodesk Docs.

Documentation and record-keeping

: maintain orderly records for proposals, contracts, invoices, delivery notes, and closure documents.

Numeracy

: confidence with basic arithmetic and invoice reconciliation.

Confidentiality and compliance

: handle commercial and contractual information with discretion.

Behavioral Attributes

Reliable and accountable; meets commitments. Collaborative team player who builds constructive working relationships. Professional, client-focused demeanour. * Adaptable under changing project priorities