Project Support Executive

ACTION International Services LLC; Abu Dhabi; On-site; AED 120,000 - 180,000; Full time

Job summary

ACTION International Services LLC is seeking a front-end coordinator to support Rental Management (CRM) activities. The role will plan system-based workflows for sales and project execution, coordinate standardized procedures across departments, and deliver accurate project documentation and system visibility to all stakeholders.

Responsibilities include CRM data integrity, offers generation, file maintenance, and creation of dashboards to aid management decisions, while ensuring adherence to

Qualifications

• Bachelor's degree in business, science, engineering or equivalent from an internationally recognized university.
• 4+ years of experience in a related role within a similar industry.
• Proficiency with Microsoft Office and business operations tools.
• Knowledge of project management concepts is an asset.
• Strong multitasking, organization, analysis, and communication in English.

Responsibilities

• Log bid enquiries accurately into the CRM system as per guidelines.
• Prepare commercial offers using templates and guidance provided.
• Generate offers directly through the RM system when required.
• Maintain project files and coordinate with customers to provide efficient support.
• Develop dashboards and reports to assist management in decision making.
• Distribute project correspondence to stakeholders promptly and professionally.
• Produce weekly and monthly reports on bid status, sales pipeline, and invoices.

Skills

CRM coordination

Documentation

Stakeholder management

Report drafting

Multitasking

Teamwork

Verbal & written communication

Education

Bachelor of Business Administration

Degree in Project Management or Operations

Tools

Microsoft Office

CRM software

Project management tools

Job description

General Description

This role is responsible for providing a wide range of tasks as the front-end coordinator of ACTION’s Rental Management (CRM) System. This requires a broad and extensive knowledge of the company’s practices, policies, and procedures. The role will plan system-based workflows for sales activities and project execution, coordinate the implementation of standardized procedures across departments, and deliver accurate project documentation and system visibility to all stakeholders.

Key Responsibilities

• Ensure all bid enquiries are logged accurately onto the CRM system as per company guidelines, policy and procedures.
• Preparation of commercial offers as per the templates and guidance provided, as per the Tender/Authority Matrix.
• Generation of commercial offers directly through the RM system when required, as per the Tender/Authority Matrix.
• Maintain project files and collaborate with customers as required to provide efficient support service.
• Coordinate simultaneous projects and manage efficient documentation control procedures for projects (live and completed)
• Compile and submit the following project documentation:
• Commercial and Technical Proposals
• Pre-Qualification Documentation
• Method Statements and Construction Drawings
• Identify and facilitate converting successful opportunities from CRM to RM database.
• Update stakeholders on current bid status, bid progression, issues and potential delays.
• Ensure bid data is captured on the CRM system accurately.
• Maintain and compose timely data reports as requested by management.
• Participate in progress review meetings including preparation of relevant minutes and reports.
• Develop dashboard and intelligent reports that helps management in decision making and devising action plans.
• Process the required information to relevant stakeholders with clear instructions and timelines.
• Ensure work is completed in line with ACTION’s policies and procedures in a timely professional manner.
• Distribute all project correspondence to the relevant stakeholders in a timely and professional manner.
• Responsible for maintaining the following documentation for all projects (filed on the server in the allocated location)
• All incoming correspondence
• All outgoing correspondence
• Quotation and Contract copy
• Method Statement and Design
• Payment Applications and Invoices
• Generate and maintain the following CRM system reports for all bids
• Opportunity Source
• Opportunity Type
• Opportunity Status
• Opportunity success and failure rate
• Opportunity Categorization
• Produce the following reports to the Line Manager
• Bid Status - Weekly
• Sales Pipeline - Weekly
• Invoice Summary - Monthly
• Sales Forecast Report (Consolidated Report)
• Generate ad hoc reports as requested by the Line Manager
• Maintain good working relationships with all parties at all levels at all times when representing the Company.

QHSE

• Make a deliberate effort to gain a full understanding and working knowledge of the Company’s QHSE Policies and Procedures.

Cross Functional Support/Training

• Works closely with internal project stakeholders assigned to resolve any project risks associated with contracts, documentation & execution.
• Identify & address problems and opportunities; brings those which are appropriate to the Line Manager; and facilitates discussion & deliberation
• Be prepared to assist other Company Personnel as required/requested.
• As required/requested, be prepared to carry out other duties and responsibilities.
• As required, become involved in "on the job training" of others.
• Participate in any other relevant/appropriate training programs as requested by the company as well as conduct internal training seminars on
• CRM processes and procedures.

Qualification requirements

• Bachelor of Business Administration, Science, Engineering, or equivalent from an internationally recognized university.
• Degree / knowledge in Project Management or Operations is an asset.
• Certified in relevant business or project management tools/applications is an advantage.
• Proven experience of 4+ years in a related role within a similar industry.
• Working knowledge of Microsoft Office applications and business operations tools.
• Basic skills of multitasking, organization, analysis, and problem-solving to support sound decision-making.
• The travel percentage mandated for this role is minimal or as required by project needs.
Good computer proficiency and ability to deliver reports in a timely and accurate manner.
• Good ability to work within a team to achieve results, including across various internal and external stakeholders.
• Ability to work under pressure, work flexible hours to meet deadlines.
• Good verbal & written communication skills in English language, including effective presentation skills.
• Ability to work independently and complete tasks on time, while adapting to changing priorities.