Sales & Operations Coordinator

Sales & Operations CoordinatorRole OverviewWe are looking for a proactive and highly organised Sales & Operations Coordinator to support the day-to-day commercial operations of a growing tobacco distribution business in the UAE.This is a hands-on role working closely with the Managing Director, sales team, accountant, warehouse and customers. The role is ideal for someone who is organised, quick, commercially aware and comfortable handling a wide variety of tasks.The main purpose of the role is to make sure that sales activity, customer follow-ups, reporting, documentation and operational requirements are handled efficiently so that the sales team and management can focus on growing the business.Key ResponsibilitiesSales SupportSupport the field sales team with day-to-day requirements.Maintain and update the sales pipeline and customer database.Record new leads, customer visits, orders, follow-ups and account status.Follow up with potential customers after initial meetings.Assist with identifying and contacting relevant buyers and decision-makers.Prepare and send price lists, product information, company documents and commercial proposals.Coordinate product samples and sales materials.Track new account openings and repeat orders.Ensure sales representatives submit complete and accurate daily activity reports.Prepare daily and weekly sales performance summaries for management.Customer & Key Account CoordinationAssist with communication between the company and customers.Arrange meetings with buyers, distributors, retailers and other commercial partners.Follow up on outstanding quotations, documents and commercial discussions.Maintain organised customer files and records.Respond quickly to customer requests and ensure they are directed to the correct person internally.Support the Managing Director with key account follow-ups.Operations CoordinationCoordinate customer orders with the warehouse and sales team.Monitor order status and ensure deliveries are arranged correctly.Communicate with the warehouse regarding stock availability, samples, dispatches and documentation.Assist with stock movement records and ensure relevant information is communicated to the accountant and management.Help resolve day-to-day operational issues affecting customers or the sales team.Coordinate sales materials, documents and other items required by field staff.Assist with organising staff training and internal meetings.Administration & Management SupportProvide direct administrative and operational support to the Managing Director.Manage meeting schedules and commercial appointments when required.Research companies, buyers, distributors and potential customers.Make follow-up calls and emails on behalf of management.Prepare basic reports, spreadsheets, presentations and commercial documents.Keep internal folders, customer records and sales documentation organised.Handle urgent ad-hoc tasks and follow through until completion.Candidate RequirementsPrevious experience in sales coordination, operations, administration, FMCG, distribution or a similar role is preferred.Strong organisational and multitasking skills.Comfortable working in a fast-paced environment where priorities can change quickly.Excellent communication skills.Confident speaking with customers, suppliers and senior contacts.Strong Microsoft Excel / Google Sheets skills.Good written and spoken English.Strong attention to detail.Able to work independently and take ownership of tasks.Proactive rather than waiting to be told every individual step.Comfortable following up repeatedly when necessary.Able to prioritise urgent commercial requirements.Experience in FMCG, retail, tobacco, distribution or UAE trade would be an advantage but is not essential.What We Are Looking ForThe right person should be someone who naturally thinks:“What needs to happen next?”rather than simply completing individual administrative tasks.This person will act as the link between management, sales, customers, finance and operations, and will play an important role in helping the company grow its distribution throughout the UAE.