Administrative Coordinator

Role Summary

The Administrative Coordinator will deliver end-to-end administrative, analytical, and operational assistance to the Sales Team and the Regional Sales Manager. The role is focused on keeping sales operations running efficiently, producing reliable reports, coordinating across functions, and supporting internal communication that helps the team work more productively.

A major part of the job is turning sales data into useful insights. This includes building, updating, and reviewing Power BI dashboards and preparing sales performance reports in Excel to support forecasting and management decisions.

The position calls for a well-organized professional with a sharp eye for detail, strong communication and interpersonal abilities, and the confidence to work with customers, sales engineers, and internal teams in a busy environment. Previous hands-on experience with Power BI dashboard development and sales data visualization is essential.

Key Responsibilities

Coordination and Sales Support

• Assist the Sales Team with daily coordination, document handling, and follow-up activities.
• Liaise with sales, service, finance, logistics, and other departments to keep work moving smoothly.
• Draft quotations, proposals, and basic tender documents when required.
• Maintain organized sales records, customer files, and communication histories.
• Support the team with administrative deliverables such as sales reports, presentations in MS PowerPoint, customer database updates, sales paperwork, proposals, quotations, and business travel reports.

Administration

• Enter data accurately and on time into CRM and ERP systems.
• Track approvals, signatures, and internal workflow progress.
• Support PR and PO creation for consumables, receive items, and update stock/inventory counts.
• Work with internal departments including HR, Procurement, and Logistics as needed.
• Help organize business travel arrangements such as hotel bookings, flights, and transport for team members.

Reporting and Analysis

• Prepare monthly reports and ensure the information is complete, correct, and reviewed with the team before submission to management.
• Maintain pipeline and forecast updates, and create Power BI dashboards for the Regional Sales Manager.
• Monitor key indicators such as revenue, margins, hit rates, customer activity, and open opportunities.
• Spot deviations in the data and provide insights that support better decisions.
• Build, refresh, and maintain dashboards including Lost Report, Business Development Dashboard, and LPO/LOI Dashboard.
• Coordinate with the relevant teams to gather data and verify it before dashboard updates.
• Keep reporting tools and trackers current, structured, and aligned with company standards.

Operations

• Arrange internal meetings, sales reviews, and customer visits.
• Support the Regional Sales Manager with scheduling, presentations, and performance tracking.
• Contribute to annual planning, budgeting, and sales initiative preparation.
• Help ensure adherence to company policies and sales procedures.

Core Competencies

• Strong ability to coordinate and communicate effectively
• Excellent attention to detail
• Analytical thinking with strong presentation skills
• Capability to manage multiple tasks and priorities
• Customer-focused mindset
• Self-driven, structured, and organized approach
• Comfortable working under pressure

Qualifications and Experience

• Bachelor’s degree or diploma in Business, Sales, Marketing, or a related discipline
• Between 5 and 7 years of experience in administrative support, coordination, or a similar position
• Background in heavy equipment, compressors, HVAC, material handling, forklifts, or construction is required
• Proficiency with MS Word, Excel, PowerPoint, SAP, and Power BI
• Strong command of written and spoken English
• Possession of a valid UAE driving licence is preferred