Sales Support Coordinator

The Sales Support Coordinator is responsible for supporting the efficient execution and coordination of Air Q Limited’s sales and commercial activities. The role supports sales operations, tender management, vendor registrations, CRM/ERP administration, proposal coordination, reporting, and commercial documentation.

The position serves as the operational support function for the Sales Department, ensuring that sales opportunities, proposals, registrations, approvals, and customer records are managed accurately, professionally, and in a timely manner.

Key Responsibilities

1. Sales Operations & Coordination

• Support sales activities from lead generation through contract award and handover.
• Maintain sales records, templates, trackers, and reporting tools.
• Monitor sales opportunities and coordinate commercial activities across departments.
• Coordinate internal approvals for proposals, quotations, contracts, and agreements.
• Support the implementation and continuous improvement of sales processes.

2. Tender & Vendor Registration Management

• Manage supplier registrations, pre-qualifications, and renewals through customer and procurement portals.
• Track tender opportunities and maintain an updated tender pipeline.
• Coordinate tender submissions and ensure compliance with customer requirements.
• Maintain registration databases, expiry trackers, and supporting documentation.
• Ensure registrations remain valid and submissions are completed within deadlines.

3. Proposal & Bid Coordination

• Coordinate RFIs, RFQs, RFPs, and tender submissions.
• Support the preparation, formatting, review, and submission of proposals and quotations.
• Maintain proposal trackers and ensure proper document control.
• Coordinate inputs from technical, operational, legal, and finance teams.
• Ensure all required documents are complete and submitted on time.

4. CRM & ERP Administration

• Maintain accurate CRM and ERP records, including Odoo.
• Ensure sales opportunities, customer contacts, activities, and proposals are properly recorded.
• Generate sales reports, dashboards, and KPI trackers.
• Support workflow automation and improvements to sales administration processes.
• Maintain accurate and up-to-date customer and opportunity databases.

5. Sales Reporting & Documentation

• Prepare weekly and monthly sales and commercial reports.
• Monitor sales pipeline progress, forecasts, proposals, and tender activities.
• Ensure compliance with company approval procedures and governance requirements.
• Maintain organized, accurate, and audit-ready commercial documentation.
• Coordinate with internal stakeholders to ensure timely completion of sales-related activities.

Required Experience

Mandatory

• Minimum 3 years of experience in Sales Support, Sales Operations, Commercial Coordination, Bid Management, Tender Management, Contracts Administration, or a similar role.
• Experience managing government or large corporate procurement registrations and tender submissions.
• Experience using CRM systems and ERP platforms.
• Strong proficiency in Microsoft Excel and Microsoft Office.
• Fluent in Arabic and English, both written and spoken.
• Strong organizational, coordination, and documentation skills.

Preferred

• Experience in Defense, Aerospace, Aviation, Manufacturing, Technology, or Government sectors.
• Experience using Odoo ERP.
• Familiarity with UAE government procurement portals and supplier registration systems.

Required Skills & Competencies

• Sales Support & Coordination
• Tender & Bid Management
• Vendor Registration Management
• CRM Administration
• ERP Administration
• Sales Reporting & Data Analysis
• Proposal & Quotation Coordination
• Document Control
• Stakeholder Coordination
• Microsoft Excel & Microsoft Office
• Attention to Detail
• Time Management & Multitasking
• Written and Verbal Communication
• Process Compliance & Documentation Accuracy