Sales Back Office Coordinator Parker Connect Admin 09:45

AimGulf; Sharjah; On-site; AED 120,000 - 160,000; Full time

Job summary

AimGulf, Dubai-based recruitment and management consultancy, is seeking a Sales Back Office Coordinator for an on-site role in the UAE. You will support order handling, quotations, invoicing, and reporting across logistics and finance teams to ensure accurate, timely customer interactions.

Key duties include tender prep, ERP order entry, VAT treatment, vendor coordination with the German head office, and regular performance reporting to management.

Qualifications

• 5 years of experience in a sales back office or similar role.

Responsibilities

• 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.
• 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.
• 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.
• 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
• 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

Skills

Enquiries and offers

Order processing

Logistics and documentation

Invoicing and receivables

Sales support and reporting

Job description

Job Title: Sales Back Office Coordinator

Work Mode: On-site

Date Posted: 3 November 2026

Job Description / Role:

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

Key Responsibilities:

• 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
• 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
• 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
• 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
• 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

Experience Required: 5 Years

Skills Required:

• Enquiries and offers
• Order processing
• Logistics and documentation
• Invoicing and receivables
• Sales support and reporting

Employment / Job Type: Full Time

Nationality: Any Nationality

About the Company:

Dubai based recruitment and management consultancy serving clients across the Middle East, Africa, and South Asia. It provides executive search, permanent and contract recruitment, recruitment process outsourcing, and management consulting covering market entry and organisational structuring, across construction, engineering, energy, banking, information technology, healthcare, FMCG, logistics, and hospitality.

Company Industry: Recruitment

Department / Functional Area: Sales

Closing Date: Not mentioned (apply as soon as possible)