Sales Secretary

Silver Line Construction and Machinery Rental L.L.C; Dubai; On-site; AED 67,000 - 100,000; Full time

Job summary

Silver Line Construction and Machinery Rental L.L.C. seeks a proactive Sales Secretary to support the sales team with administrative tasks, document handling, and client coordination in a fast-paced environment in the UAE.

The role requires strong MS Office skills and excellent communication abilities. The candidate should manage schedules, prepare quotations and invoices, and maintain accurate records while coordinating with internal departments and external clients.

Qualifications

• 2–3 years of experience in sales coordination, secretarial, or administrative roles, preferably in construction, machinery rental, or trading industries.
• Bachelor's degree or diploma in Business Administration, Office Management, or a related field.
• Excellent verbal and written communication skills in English; Hindi or Arabic is an added advantage.
• Proficiency in MS Office (Excel, Word, Outlook) and general office documentation.
• Ability to manage schedules, prepare quotations, invoices, sales reports, and maintain proper records.
• Strong coordination with clients, sales teams, and internal departments.
• Well-presented, organized, proactive, detail-oriented, and able to multitask.
• Location: UAE residents preferred; immediate joiners preferred.

Responsibilities

• Provide administrative and clerical support to the sales team and ensure smooth day-to-day operations.
• Maintain and update sales records, contracts, and client databases.
• Prepare sales reports, presentations, and proposals.
• Act as a point of contact for clients and coordinate meetings, calls, and follow-ups.
• Assist in drafting and responding to client correspondence.
• Prepare and process quotations, purchase orders, invoices, and other sales documents.
• Ensure sales documents are accurate and compliant with company policies.
• Track pending orders and coordinate with relevant departments for timely execution.
• Schedule and coordinate sales meetings, manage the sales team's calendar and appointments.
• Communicate important updates and reminders to the sales team.
• Assist in market research and support marketing campaigns.
• Maintain records of customer feedback and sales trends.
• Maintain an organized filing system for sales documents and reports.
• Handle travel arrangements for sales personnel if required.
• Perform other administrative tasks assigned by the sales manager.

Skills

Communication skills

Coordination

Multitasking

Attention to detail

Education

Bachelor's degree or diploma in Business Administration / Office Management

Tools

Excel

Word

Outlook

Job description

Job Responsibilities:

Administrative Support:

• Provide administrative and clerical support to the sales team, ensuring smooth day-to-day operations.

• Maintain and update sales records, contracts, and client databases.

• Prepare sales reports, presentations, and proposals as required.

Customer Coordination:

• Act as a point of contact for clients, handling inquiries and providing necessary information.

• Coordinate meetings, calls, and follow-ups with clients on behalf of the sales team.

• Assist in drafting and responding to client correspondence.

Sales Documentation & Processing:

• Prepare and process quotations, purchase orders, invoices, and other sales-related documents.

• Ensure all sales documents are accurate and compliant with company policies.

• Track pending orders and follow up with relevant departments for timely execution.

Communication & Scheduling:

• Schedule and coordinate sales meetings, conferences, and team discussions.

• Manage the sales team's calendar and appointments.

• Communicate important updates and reminders to the sales team.

Market Research & Support:

• Assist in conducting market research and gathering competitor insights.

• Help in preparing promotional materials and supporting marketing campaigns.

• Maintain records of customer feedback and sales trends for future planning.

General Office Support:

• Maintain an organized filing system for sales documents and reports.

• Handle travel arrangements and itinerary planning for sales personnel if required.

• Perform other administrative tasks assigned by the sales manager.

Job Types: Full-time, Permanent

Work Location: In person

Desired Candidate Profile

Desired Candidate Profile - Sales Secretary (Female)

• Gender: Female

• Experience: 2-3 years of experience in sales coordination, secretarial, or administrative roles, preferably in the construction, machinery rental, or trading industry.

• Education: Bachelor's degree or diploma in Business Administration, Office Management, or a related field.

• Communication Skills: Excellent verbal and written communication skills in English. Knowledge of Hindi or Arabic is an added advantage.

• Technical Skills: Proficiency in MS Office (Excel, Word, Outlook) and general office documentation.

• Administrative Skills: Ability to manage schedules, prepare quotations, invoices, sales reports, and maintain proper records.

• Coordination Skills: Strong ability to coordinate with clients, sales teams, and internal departments.

• Personal Attributes: Well-presented, organized, proactive, detail-oriented, and capable of multitasking.

• Location: Candidates currently residing in the UAE are preferred.

• Availability: Candidates who can join immediately or within a short notice period are preferred.

Key Requirement: A professional and confident female candidate with strong communication, coordination, and organizational skills who can efficiently support the sales team and manage daily secretarial responsibilities.