Job Description

Job Purpose

:

The Sales Coordinator plays an integral role in ensuring the efficient and seamless execution of end-to-end sales processes at a multi-brand automotive dealership. This role bridges the gap between sales team, customers, logistics, accounts, operations, admin, and third-party vendors.

The Sales Coordinator supports the sales team by handling back-end processes including customer order fulfilment, documentation management, vehicle registration, operations, admin, and delivery logistics.

This position requires a high level of organization, attention to detail, and cross-functional coordination to maintain dealership standards, ensure regulatory compliance, and elevate customer satisfaction.

Key Duties:

1. Sales Operations & Documentation:

Coordinate the full cycle of sales transactions, from order confirmation to final vehicle delivery.

Generate and manage documents such as quotations, booking forms, sales agreements, proforma invoices, final invoices, VAT-compliant tax invoices, and delivery notes.

Prepare and process internal documentation for stock transfers, vehicle allocations, and inter-brand movements.

Ensure compliance with government regulations related to vehicle sale, transfer, and documentation requirements.

Manage the accurate recording of vehicle chassis numbers, engine numbers, and other VIN-level details in internal systems.

2. Vehicle Delivery Management:

Liaise with logistics and warehouse teams to prepare vehicles for delivery, ensuring all PDI (Pre-Delivery Inspection) steps are completed.

Coordinate with insurance companies, registration agents, and RTA (or regional authorities) for timely registration and delivery documentation.

Ensure all delivery kits (e.g., warranty booklet, owner's manual, accessories) are complete before handover.

Schedule customer deliveries, prepare final delivery files, and ensure a quality-controlled delivery experience.

3. Customer Interaction & Relationship Support:

Act as a central point of communication between the customer and the internal team from booking to delivery.

Handle follow-ups on pending documentation, payments, insurance requirements, or special customer instructions.

Maintain a courteous and professional rapport with clients; manage expectations and proactively resolve issues or delays.

4. ERP, CRM, and System Management:

Accurately input and update all customer, vehicle, and transaction details in the dealership's ERP and CRM platforms.

Create and maintain customer booking and delivery logs, payment trackers, inventory dashboards, and aging reports.

Monitor lead follow-ups and order conversion performance in CRM tools in collaboration with the marketing team.

5. Sales Reporting and MIS:

Maintain and distribute detailed sales performance reports including daily bookings, confirmed orders, deliveries, cancellations, and pipeline analysis.

Support sales leadership with data for forecasting, target planning, and brand performance tracking.

Coordinate data accuracy with finance and inventory control teams for monthly closing and reconciliation.

6. Internal Coordination & Stakeholder Management:

Work closely with the sales team to prioritize delivery schedules and handle urgent bookings.

Liaise with procurement, logistics, accounts, and aftersales teams to ensure cross-functional task alignment.

Follow up on vehicle aging inventory and coordinate promotions or internal transfers as required.

7. Compliance, Audit & Controls:

Ensure adherence to audit, documentation, SOP, and finance policies related to customer billing and discounts.

Maintain a well-documented audit trail of all customer communications, approvals, and internal memos.

Assist in the internal audits and compliance reviews concerning the sales process.

Decision Making Authority and Responsibility:

Decision-Making Authority

Authorized to schedule and prioritize vehicle deliveries based on availability and customer commitment.

Can approve document releases for deliveries once prerequisites (PDI, registration, payment clearance) are met.

Recommends changes in internal process flow or documentation templates to streamline efficiency.

Responsibility:

Accountable for the accuracy, completeness, and timeliness of all customer documentation and ERP records.

Responsible for maintaining confidentiality and proper handling of customer personal and financial data.

Ensures 100% compliance with internal SOPs, brand standards, and government regulations.

Knowledge:

Thorough understanding of multi-brand automotive dealership operations.

Familiarity with the end-to-end vehicle sales lifecycle (inquiry, booking, registration, delivery, invoicing).

Deep knowledge of UAE regulatory frameworks related to vehicle registration, insurance, and RTA procedures.

Working knowledge of dealership management software and ERP platforms (Oracle).

Strong foundation in VAT, tax regulations, invoice processing, and customer data protection laws.

Skills:

Exceptional organizational and administrative skills with attention to detail.

Proficient in Microsoft Office Suite, especially Excel and Outlook.

Skilled in ERP and CRM systems for automotive sales.

Ability to analyze reports and identify bottlenecks or discrepancies.

Strong interpersonal skills for cross-department coordination and customer interaction.

Effective communication skills - written and verbal (English mandatory; Arabic or other languages a plus).

Competencies:

Customer Centricity:

Ability to handle customer needs empathetically and efficiently.

Process Orientation:

Structured in approach, focused on process accuracy and compliance.

Time Management:

Capable of managing multiple priorities in a time-sensitive environment.

Accountability:

Takes ownership of responsibilities and follows through to closure.

Team Collaboration:

Works cohesively with internal and external stakeholders.

Problem Solving:

Anticipates issues and resolves them before they escalate.

Adaptability:

Thrives in fast-paced, dynamic environments with constant change.

Qualification & Experience:

Education:

Bachelor's degree in Business Administration, Commerce, Automotive Management, or related fields.

Experience:

3 to 6 years of proven experience as a Sales Coordinator or Sales Support Executive in the automotive industry. Experience with multi-brand operations and both Electric and Internal Combustion Engine (ICE) vehicles. Prior experience in managing vehicle documentation, operations, admin, driver management, insurance coordination, and registration processes. Familiarity with high-volume showroom operations and wholesale fleet sales coordination is an added advantage.
Job Type: Full-time