Sales Coordinator

Pulse Me; Dubai; On-site; AED 90,000 - 130,000; Full time

Job summary

Pulse Me is seeking a Sales Coordinator in Dubai to manage the full quote-to-cash cycle within the Business Development team. You will log opportunities, prepare quotations, collect LPOs and contracts, and ensure documentation is complete for handover to Projects.

Working with Design, Estimation, Procurement, Finance and Logistics, you will own the pipeline, drive timely action, and report on progress to Sales Managers.

Qualifications

• Diploma or bachelor's degree in Business Administration, Sales, Engineering or related field.
• Two+ years in sales coordination, sales administration or inside sales, preferably in AV, IT or construction.
• Experience with LPOs, contracts and BOQs in UAE projects is a strong advantage.

Responsibilities

• Log and log CRM opportunities with owner, scope, value and close date.
• Prepare quotations from approved design/BOQ and ensure revision history and pricing terms are correct.
• Collect LPOs and contracts, verify paperwork and route for approval.
• Coordinate with Design, Estimation, Procurement, Finance, Logistics and Projects.
• Run the sales coordination meeting and provide pipeline reporting.

Skills

Attention to detail

Organised under pressure

English communication

Owner mentality

Education

Diploma or Bachelor's degree in Business Administration, Sales, Engineering or related field

Tools

Odoo

MS Excel

Word

Outlook

Teams

Job description

The Sales Coordinator is the operational centre of the Business Development team. The role owns the flow of every opportunity from the first presales enquiry through to a confirmed sales order handed cleanly to Projects, and keeps the sales pipeline accurate, current and reportable at all times.

Working alongside the Sales and Account Managers and across Design, Estimation, Procurement, Finance, Logistics and Project Delivery, the Sales Coordinator prepares and issues quotations from the system, follows every one of them through to a documented outcome, collects and verifies customer LPOs and contracts, and makes sure each won order enters delivery with complete, correct and properly approved paperwork.

The role is administrative in its detail and commercial in its judgement. Accuracy, follow-up and clear communication are what it is measured on: nothing is quoted twice, nothing is confirmed on incomplete documentation, and nothing sits in the pipeline without an owner and a next action.

Responsibilities

Presales & Opportunity Intake

• Monitor incoming presales: track every enquiry, AV brief, tender invitation and RFQ as it arrives, and make sure each one is logged as a CRM opportunity with the client, scope, estimated value, expected close date and an owner.
• Qualify the brief before it moves: confirm the opportunity carries what Design and Estimation actually need — site details, drawings, room schedule, brief and client deadline — and chase the gaps rather than passing an incomplete request down the line.
• Protect tender deadlines: record the submission deadline on the opportunity, book internal review time ahead of it, and keep the responsible Sales Manager working to it.

Quotations & Proposals

• Create and maintain system quotations: prepare quotations in the system from the approved design or BOQ, and check products, quantities, unit prices, discounts, taxes, delivery dates and payment terms before anything is issued.
• One opportunity, one order: re-quote by raising a new revision on the existing sales order rather than creating a second document, so the client and the company are always looking at the same order with a clear version history.
• Issue and version control: send the proposal to the client, record the revision issued and the date, and keep the file attached to the record so the version the client holds can always be identified.
• Follow up to a documented outcome: chase every issued quotation until it is won, lost or withdrawn, and record the reason. No quotation is left open without a next action.

Order Confirmation & Documentation

• Collect the commercial paperwork: obtain the customer LPO, signed quotation or contract before an order is submitted for approval, and file it against the order.
• Review LPOs and contracts: check the client's document line by line against the quotation — scope, quantities, values, payment terms, delivery dates, retention, liquidated damages and any special conditions — and elevate discrepancies before the order is accepted, never after.
• Verify customer master data: confirm legal name, TRN, billing address, contact person and payment terms are complete and correct before confirmation, so invoicing is not blocked later.
• See the order through approval: route the order through the approval workflow and make sure the project details, contract value and payment milestones are set at the point of confirmation.

Handover, Change Orders & Invoicing Support

• Hand over to delivery: pass each confirmed order to Projects and Operations with the full document set — quotation, LPO or contract, approvals and any client correspondence that affects scope.
• Route change properly: make sure every scope change is raised as a change order and signed by the client before work proceeds, and that no approved order is quietly edited instead.
• Support invoicing: work with Finance on advance, progress and final invoicing milestones, and supply the backing documents — delivery notes, acceptance certificates, signed variations — that the invoice depends on.
• Own pipeline accuracy: keep stages, values, expected close dates and next activities current across the whole pipeline, and clean out what is dead.
• Run the sales coordination meeting: schedule, organise and host the regular coordination meeting with the Sales Managers, circulate the agenda, record the actions and follow them up to closure.
• Report: produce the regular pipeline and performance reporting — pipeline by stage, quotations issued against quotations converted, order intake against target, and ageing of open quotations — and issue it on time.

Client & Cross-functional Communication

• Be the day-to-day contact: handle client questions on quotations, orders, documentation and delivery timing, and keep the Sales Manager informed rather than working around them.
• Coordinate across departments: work with Design, Estimation, Procurement, Finance, Logistics and Projects so commitments made to the client are ones the business can meet.
• Keep the record in the system: every quotation, LPO, contract, approval and material item of correspondence is attached to its record in the system, not held on a local drive or in a personal mailbox.

Key Performance Indicators

Targets below are the standing expectation for the role. They are reviewed with the line manager each period and may be adjusted by agreement.

Reporting

• Pipeline accuracy: 100% of open opportunities carry a current stage, value, expected close date, owner and next activity at every weekly review.
• Reporting on time: the weekly pipeline and order-intake report is issued to management every week without being asked for.
• No silent records: zero opportunities or quotations sitting with no activity logged for more than 7 days.

Timelines

• Quotation turnaround: quotation prepared and issued within 2 working days of receiving a complete design or BOQ.
• Follow-up cycle: first follow-up on an issued quotation within 3 working days, and thereafter at an agreed interval until an outcome is recorded.
• Order processing: confirmed order handed to Projects within 1 working day of the LPO being received and the order approved.
• Tender submissions: 100% submitted before the client's deadline, with internal review time booked in advance.

Quality & Customer Satisfaction

• Quotation accuracy: zero quotations reissued because of an internal error in price, quantity, tax, discount or payment terms.
• Documentation completeness: 100% of confirmed orders carry a signed LPO or contract, verified customer master data and the approvals attached to the record.
• Invoicing not blocked: zero invoices delayed because of missing or incorrect customer data, missing LPO reference or missing supporting documents.
• Client complaints: zero complaints relating to coordination, documentation or responsiveness.
• Conversion rate: quotation‑to‑order conversion tracked and improving, measured by both count and value.
• Order intake: the team's order intake target for the period is supported and met.
• No duplicate documents: zero duplicate sales orders for the same opportunity — iterations are recorded as revisions on the one order.
• Clean close-out of quotations: zero quotations older than 30 days with no recorded outcome.
• Rework: zero post-confirmation corrections or change orders caused by a coordination or documentation error.

Planning, Task Management & Scheduling

• Coordination meeting held: the sales coordination meeting runs to schedule, with an agenda circulated in advance, attendance recorded and actions published.
• Actions closed: actions raised in the coordination meeting are closed by the next meeting or carried forward with a reason.
• Nothing unowned: every live opportunity and quotation has a named owner and a scheduled next step at all times.
• Forward visibility: upcoming deadlines, expected orders and required documentation are flagged to the team ahead of time, not reported after they are missed.

Required Skills

Education & Experience

• Diploma or Bachelor's degree in Business Administration, Sales, Engineering or a related field.
• Two or more years in sales coordination, sales administration or inside sales, preferably in audio visual, systems integration, IT or construction and fit‑out.
• Experience working with LPOs, contracts and BOQs in a UAE project environment is a strong advantage.

Systems & Tools

• Confident day‑to‑day user of an ERP or CRM system — opportunities, quotations, sales orders, revisions and reporting. Odoo experience is preferred.
• Strong MS Excel; competent with Word, Outlook and Teams.
• Able to read a BOQ or design schedule and cross‑check it line by line against a quotation.

Commercial & Administrative

• Working understanding of the quote‑to‑cash cycle: quotation, LPO, order confirmation, delivery, invoicing and collection.
• Able to read commercial terms — payment terms, delivery terms, retention, warranty, penalties — and recognise when something needs to be escalated.
• Accurate with numbers: pricing, discounts, VAT and margin.
• Organised documentation habits, with everything filed in the system and traceable.

Personal Attributes

• Exceptional attention to detail. Nothing leaves the office unchecked.
• Organised under pressure, able to carry several live quotations and deadlines at once without losing track of any of them.
• Takes ownership of follow‑up without being chased, and closes the loop.
• Clear, professional written and spoken English for client‑facing communication; Arabic is an advantage.
• Collaborative across departments, and discreet with pricing, margin and client information.

About the team

PULSE designs, supplies, installs and maintains audio visual systems for clients across the UAE, Saudi Arabia and further afield. This role sits with the Business Development team in Dubai and works to the Sales and Account Managers.

It is a desk with a full view of the business: every opportunity the company pursues passes across it, and the orders you coordinate become installations you can go and stand in.

Customer Relationship

Personal Evolution

Autonomy

Administrative Work

Technical Expertise

What's great in the job?

• A full view of the business. Every opportunity the company pursues crosses this desk, from the first enquiry to the final invoice.
• Real responsibility from the start: you own the quotation, the follow‑up and the paperwork that turns a win into a project.
• Landmark audio visual projects across the region, where you get to see what you coordinated built, commissioned and handed over.
• One modern ERP for the whole cycle - CRM, quotations, orders, delivery and invoicing in one place, instead of fifteen spreadsheets and a mailbox.
• A small, senior team where your work is visible and your judgement is trusted.
• A clear route on into account management or project coordination for someone who wants it.