Admin and Sales Coordinator

We are presently seeking an experienced Admin and Sales Coordinator. In this capacity, you will offer in-house administrative support to the Finance & Administration Manager, ensuring the smooth flow of activities. Additionally, you will liaise with other departments as necessary to ensure the effective completion of assigned tasks. Furthermore, you will extend support to the Sales Team.

KEY DUTIES/ RESPONSIBILITIES:

Sales Coordination Duties

• Coordinate the launch of new advertising campaigns, ensuring adherence to established campaign processes and guidelines.
• Manage all campaign related forms and documents and register campaign with the Central Booking Unit.
• Coordinate installation dates/campaign launches with the Central Booking Unit.
• Request materials from clients and obtain relevant approval for materials.
• Share Point of Purchase (POP) materials with clients and request proof of posting from the Central Booking Unit
• Ensure campaigns run according to agreed-upon dates and promptly communicate any delays or issues.
• Facilitate communication between the sales team, Client Business Unit (CBU), and clients.
• Ensure timely delivery of client Booking Orders and relevant forms to all stakeholders and verify that all bookings adhere to company’s internal policies and approved rates.
• Undertake any other responsibilities as directed by the sales director.

Finance

• Monitor petty cash transactions and maintain adequate cash reserves.
• Support the collection of outstanding payments from clients.
• Monitor petty cash expenditure and maintain adequate cash reserves.

HR and Admin Responsibilities

• Provide adequate administrative support to the employees within the Dubai Office to facilitate achievement of strategic objectives
• Provide support in the recruitment process and prepare monthly attendance & staff salaries
• Manage employee relations processes such as leaves, End of Service & others.
• Manage staff health insurance, air travel arrangements, and visa processing.
• Ensure proper maintenance of staff files & all related documented including records of hiring, resignations, promotions, and increments.
• Manage and supervise PRO tasks and responsibilities and ensure timely renewal of office-related government licenses (e.g., trade license, rent agreements).
• Manage PR process and vendor selection procedures.
• Draft internal communication related to the office operations such as internal memos.
• Handle office contract renewals for services such as IT support and cleaning and ensure the office environment remains operational and conducive to work.

QUALIFICATIONS, EXPERIENCE & SKILLS

• Degree in Bus Admin. HR or related discipline will be an advantage.
• Above 3 years of relevant experience
• Very good awareness of Organization’s operations
• Very good knowledge of operation of office equipment
• Knowledge of the different communities and demographics within UAE
• Good understanding of UAE Labour Law