Sales and Supply Chain Coordinator (Service)

Company Description Aquarius Worldwide FZE partners with both jobseekers and businesses to deliver tailored workforce solutions. The company carefully sources candidates and supports them in refining their professional skills and presentation. By collaborating closely with business clients, Aquarius Worldwide FZE gains a deep understanding of their operational and staffing needs. This approach enables placements based on strong mutual fit, aiming to benefit both the employer and the individual. The organization values long-term relationships and continuous improvement in talent and service quality.Role Description The Sales and Supply Chain Coordinator (Service) is a full-time, on-site role based in Dubai, United Arab Emirates. This role is responsible for coordinating service-related sales orders, monitoring inventory levels, and ensuring timely availability of parts and materials for service operations. The coordinator will manage order processing, track shipments, and liaise with internal teams and external vendors to maintain accurate records and seamless supply chain workflows. Daily tasks also include preparing reports, analyzing service demand, supporting customer inquiries related to order status, and escalating issues to relevant stakeholders when needed. The role requires close collaboration with sales, operations, and customer service teams to optimize service delivery and uphold company standards.1. Responsibility aligned under Business Modules - BM1, BM3(R3 Projects) & BM4(UAE Service Sales).2. Key Responsibility: Support Sales team annual targets/ objectives3. Maintain healthy and professional relationships with customers/partners throughtimey communication & proactive support.4. Provide administrative and operational support to the sales team, ensuring timelyquotation preparation, order processing., customer coordination & accuratedocumentation.5. Updating Pending order file on a timely basis & providing weekly updates to team& Sales Director on the status of orders in hand versus team projections.6. Timely Follow up & communicate with the customers/sales team/Line managerthe OD status at the time of order processing, Extract customers' statement ofaccounts from the accounting system and assist to implement the credit controlsystem in the company.7. Collecting, analyzing, evaluating and accounting the information in order toincrease productivity of sales, to monitor the trends and assist in performanceevaluation data8. Validate sales orders in the system and send order confirmations to customers.9. Check and verify the pricing structure and availability of products – sales supportand customers10. Secure Sales Director’s approval for order processing – product pricing/priceincrease applicability ensuring GP%, Customer Payment Analysis and DeviationValidation Sheet are in place11. Assist sales team to collect payments from customers, issue proper receipts andprovide correct and timely information to the accounts department.12. Providing sales coordination, supply chain coordination, and invoicing supportduring colleagues' leave periods and on an as-needed basis, as per taskallocations, for UAE, Export Area I, and Export Area13. Manage and monitor Service Digital Modules (Sales Cloud and FSM), includingdata entry, ticket management, technical support, status tracking, and system updates; ensure all service agreements, maintenance plans, and tickets are accurately maintained and available for operations by coordinating closely with the Service Sales Team; schedule and coordinate service technicians' assignmentsin support of the Service Manager; and provide operational support and coverage during colleagues' leave periods and as required based on task allocations.14. Check and verify the LPO from customer, pricing structure and availability ofproducts at the time of quotation and order processing in order to ensure thatthe approval is obtained and prices are in line with set protocols.15. Create Purchase Order for local suppliers as per approved Purchase Requisition.16. Check availability of material and send order confirmations to customers.17. Create Order Confirmation and coordinate with the warehouse team for pickingand packing as per the requirements of the destination country.18. Prepare all detailed shipping documents in line with the customs regulations (ofboth origin and destination countries).19. Arranging the collection or dispatch of local orders as per the appropriateincoterms in coordination with forwarders and ensure timely clearance andshipment delivery to the customer20. Enter GRN and AP invoice in the accounting system upon receipt of supplier’sinvoice, once the job is completed with signed service report.21. Communicate and update customers on the status of their orders at all times toensure a smooth flow of information on orders/shipments.22. Enter sales Invoice once service report is signed and job is completed as per thedaily update provided by Service department.23. Coordinate and update the pending order file based on received orders from salessupport team.24. Maintain a complete record of communication and documentation in each jobfile.25. Preparation of Standard Annual Maintenance Contracts26. Costing sheet of the AMC Contract form is prepared and shared to SD along withthe AMC Contacts to be signed & approval received.27. Receiving of signed & stamped Annual Maintenance Contact or AnnualMaintenance Contact LPO from sales support team.28. Prepare Order Confirmation in the accounting system as per the Contract entryform provided by the Sales Support Team.29. Timely follow up with AMS team on status of scheduled PPMs & completionreport30. Generate sales invoice once job is completed as per the scheduled PPM and uponreceipts of signed service reports.31. Manage and monitor Service Digital Modules (Sales Cloud and FSM), includingdata entry, ticket management, technical support, status tracking, and systemupdates; ensure all service agreements, maintenance plans, and tickets areaccurately maintained and available for operations by coordinating closely withthe Service Sales Team; schedule and coordinate service technicians' assignments in support of the Service Manager; and provide operational support and coverageduring colleagues' leave periods and as required based on task allocations.32. Provide cross-functional operational support across all GME markets and saleschannels during peak workloads, resource constraints, or business requirements,undertaking activities ranging from quotation and order processing to invoicingand customer support, irrespective of assigned territory, country, or businesssegment.QualificationsCandidates should possess strong Communication and Customer Service skills to interact effectively with clients, suppliers, and internal teams.Candidates should possess solid Analytical Skills to interpret data, forecast demand, and support decision-making in sales and supply chain activities.Candidates should possess Operations Management skills to coordinate workflows, manage order processing, and support efficient service delivery.Candidates should possess Inventory Management skills to monitor stock levels, manage replenishment, and align supply with service requirements.Relevant qualifications such as a diploma or bachelor’s degree in Business administration, Logistics Supply Chain, Engineering, Operations Management, or a related field are preferred.Experience in sales coordination, logistics, or supply chain roles within service-focused industries is an advantage.Proficiency in MS Office and basic ERP or inventory management systems is beneficial.Ability to work in a fast-paced environment, prioritize tasks, and maintain accuracy in documentation and reporting.5 years relevant experience in UAE is mandatoryWith Engineering analytic skills and product knowledgeExcellent Team work skillsExcellent in English written and verbal communication skills