Administrative Coordinator

Job OverviewThe Administrative Coordinator provides comprehensive administrative, analytical, and operational support to the Sales Team and the Regional Sales Manager.The role ensures smooth execution of sales activities, accurate reporting, efficient coordination, and strong internal communication to improve overall sales productivity. A key aspect of this role includes supporting data-driven decision-making through the creation, maintenance, and analysis of Power BI dashboards and sales performance reports using Excel.The position plays a vital role in providing administrative and operational support to the sales team. It requires strong organizational skills, attention to detail, excellent communication and interpersonal skills to effectively interact with customers, sales engineers, and internal stakeholders, as well as the ability to thrive in a fast-paced environment. Prior experience in Power BI dashboard creation and sales data visualization is required to support reporting, forecasting, and management insights.Key ResponsibilitiesA. Coordination & SupportSupport the Sales Team with day-to-day activities, documentation, and follow-up.Coordinate between sales, service, finance, logistics, and other departments.Prepare quotations, proposals, and basic tender documents as needed.Maintain sales files, customer records, and communication logs.Support Sales Team members with administrative tasks, such as creating sales reports, preparing sales presentations using MS Power Point, managing customer databases, preparing sales documents, proposals, quotations, business travel reports.B. AdministrationEnsure accurate and timely entry of data in the CRM/ERP system.Follow up on approvals, signatures, and internal workflows.Support PR/PO creation for consumables; receive items and update inventory lists with counts.Coordinate with internal departments, HR, Procurement, Logistics, etc.Assist in planning and coordinating for business travel, including booking hotels, flights, and transportation for team members as needed.C. Reporting & AnalysisManage the preparation of monthly reports, ensuring all data is accurate, complete, and discussed with the team before submission to management.Update pipeline, forecasts, and creation of Power BI dashboards for the Regional Sales Manager.Track key metrics: revenue, margins, hit rates, customer activity, and open opportunities.Identify variances and provide data insights for better decision-making.Develop, update, and maintain business dashboards to support management decision-making (Lost Report, Business Development Dashboard & LPO/LOI Dashboard)Coordinate with relevant departments to collect required data and validate information prior to dashboard updates.Ensure all reporting tools and trackers are up-to-date, organized, and aligned with company standards.D. OperationsCoordinate internal meetings, sales reviews, and customer visits.Support the Regional Sales Manager with scheduling, presentations, and performance tracking.Assist in preparing annual plans, budgets, and sales initiatives.Ensure compliance with company policies and sales processes.Core CompetenciesStrong coordination and communication skillsHigh attention to detailAnalytical mindset and strong presentation skillsAbility to prioritize and multitaskCustomer service orientationProactive and organizedAbility to work under pressureQualifications and ExperienceBachelor’s degree/Diploma in Business, Sales, Marketing, or related field5-7 years' experience in administrative support, coordinator, or similar rolesIndustry experience in heavy equipment, compressors, HVAC, material handling, forklift or construction is requiredProficiency in MS Office (Word, Excel, PowerPoint), SAP, Power BIStrong English communicationA Valid UAE driving license is preferred