Sales Coordinator

Roles and responsibilities

Overview of the role:

• The primary focus of the role will be to act as the link between the various roles in the branch and the external service providers such as workshop, drivers, external regulatory agencies etc to ensure a seamless vehicle delivery to the customer each time, while maintaining error free transaction records of purchases and invoicing done at the Sharjah branch.
  

What you will do:

• Coordinate all vehicle deliveries for each day. Ensure that vehicles are sent to the workshop for cleaning and servicing; ensure accessories are fitted as per specifications from the customers and that the vehicle is prepared for delivery with zero errors and omissions.
• Ensure timely and complete documentation pertaining to the registration of vehicles which include insurance, number plates, VCC documents, Invoicing, Sales Letters and Gate Passes, etc., to ensure a smooth sales process.
• Coordinate with Drivers to ensure that all Demo cars are cleaned, fuelled, and thoroughly checked and kept ready for test drives for the day.
• Conduct physical and System Inventory Checks on a daily basis to inform Branch Sales Managers and Sales Executives of available stocks.
• Oversee display of Vehicles in the location to ensure these are displayed as per required standards.
  

Required Skills to be successful:

• - Customer service experience
• - Communication skills
• - Timely Resolution
• - Proficient in Microsoft Office
  

About the Team:

• Reporting to the Sales Manager and will work closely with the Sales team and the broader internal and external stakeholders.
  

What equips you for the role:

• Diploma / Bachelor's Degree (Automotive / Mechanical engineering preferred)
• 2 years’ experience in a similar role
• Proficient in SAP
• Proficient with MicroSoft Office and MicroSoft Excel
• Efficient co-ordination in respect of the day-to-day activities of a retail operation

Desired candidate profile

• Sales Support:

  • Provide administrative support to the sales team by preparing sales presentations, proposals, and contracts.
  • Maintain and update sales records, ensuring they are accurate and up to date.
  • Process sales orders, quotes, and customer requests in a timely and accurate manner.
  • Prepare and organize sales documents and reports for meetings or client presentations.
  • Coordinate communication between the sales team and other departments (e.g., marketing, finance, customer service).

• Sales Reporting and Data Management:

  • Track sales performance against targets and KPIs, providing regular updates and reports to the sales team and management.
  • Maintain a detailed database of customers, leads, prospects, and sales activities using CRM software (e.g., Salesforce, HubSpot, Zoho).
  • Generate sales reports and analysis to assess performance, identify trends, and highlight areas for improvement.
  • Help analyze data from sales campaigns or product launches to provide insights for future strategies.

• Customer Relationship Management:

  • Serve as the point of contact for clients and customers, addressing inquiries and ensuring a high level of customer service.
  • Assist in managing client communications, including following up on leads, confirming orders, and handling post-sale support.
  • Maintain and update client records, ensuring customer satisfaction and retention.
  • Work closely with account managers to ensure that client needs are being met and any issues are resolved promptly.

• Order Processing and Logistics:

  • Coordinate the processing of customer orders, including verifying product availability, pricing, and delivery dates.
  • Work closely with the logistics or operations team to ensure on-time delivery of products and services.
  • Track order status and communicate updates to clients or the sales team.
  • Ensure that all required documentation, such as purchase orders, invoices, and shipping details, is accurate and processed correctly.

• Sales Team Coordination:

  • Coordinate sales meetings, product training sessions, and events.
  • Help with the planning and execution of sales initiatives, such as promotional campaigns or product launches.
  • Ensure that sales representatives are equipped with the necessary tools, resources, and information to meet their targets.
  • Assist with scheduling appointments and organizing travel for the sales team as needed.

• Internal Communication and Coordination:

  • Act as a liaison between the sales department and other departments such as marketing, product development, finance, and customer service.
  • Coordinate the sharing of sales data, customer feedback, and other information with relevant teams to ensure that everyone is aligned on sales goals and priorities.
  • Ensure that all departments involved in the sales process are kept up to date with important developments, deadlines, and client information.

• Managing Sales Inventory and Resources:

  • Keep track of product inventory levels, ensuring that the sales team is aware of stock availability and shortages.
  • Work with the procurement or inventory team to replenish stock levels as needed.
  • Assist in maintaining promotional materials, sales collateral, and product catalogs.