Sales Back Office Coordinator

Job description

Our client is currently hiring for the position of Sales Back Office Coordinator

Responsibilities:
Enquiries and offers

• Register incoming enquiries and RFQs, and track them through to award or loss
• Prepare commercial offers and quotations with sales engineers, including price calculations, delivery terms (Incoterms) and payment terms
• Compile tender and pre-qualification documents, vendor registration packages and compliance forms.

Order processing

• Review customer purchase orders against the offer, and flag any price, scope or terms gaps before acceptance
• Enter orders in the ERP system and issue order confirmations
• Place and follow up purchase orders with the German head office and third-party suppliers
• Track delivery dates and keep customers informed of order status

Logistics and documentation

• Coordinate shipments with freight forwarders and the warehouse
• Prepare and check commercial invoices, packing lists, certificates of origin and delivery notes
• Support customs clearance in the UAE and GCC, including free-zone, import and re-export procedures
• Coordinate export-control documents with head office when required

Invoicing and receivables

• Issue invoices, proforma invoices and credit notes, and check VAT treatment
• Monitor receivables and send payment reminders to customers
• Reconcile customer accounts and payment summaries with the finance team
• Track bank guarantees, advance payments and retention releases

Sales support and reporting

• Maintain customer, price and order records in the CRM and ERP
• Prepare weekly and monthly reports: order intake, backlog, open offers and overdue payments
• Draft business correspondence, meeting minutes and undertaking letters
• Handle vendor approval submissions to consultants and main contractors