Sales Specialist – Pool Division

AEGEAN M E P SWIMMING POOLS INSTALLATION L.L.C; Dubai; On-site; AED 89,000 - 156,000; Full time

Job summary

AEGEAN M E P SWIMMING POOLS INSTALLATION L.L.C. is seeking a Sales Administration professional to manage customer inquiries, quotations, tender documents, and invoicing. You will maintain records in SuperOffice CRM, SharePoint, and ERP systems, ensuring accuracy and compliance across all sales activities.

The role also covers contract review, RFI/RFQ coordination, reporting, and cross-functional collaboration with Finance, Procurement, and PMO teams to support seamless project execution.

Qualifications

• Bachelor's degree in Business Administration, Marketing, Engineering, or a related field
• 3–5 years of experience in sales coordination, sales support, sales administration, or commercial administration
• Experience with CRM and ERP systems, preferably SuperOffice CRM
• Experience with Oracle portals and SAP Ariba is highly preferred
• Excellent communication, organizational, coordination, and documentation skills
• Fluency in English is required; additional languages are an advantage

Responsibilities

• Manage customer inquiries and maintain accurate sales records using CRM/ERP systems
• Prepare quotations, proposals, tenders, proforma invoices and tax invoices
• Review and coordinate contracts and final signed agreements
• Coordinate tender RFIs and RFQs from receipt to submission
• Maintain and update the Sales Tracker, Project Pipeline and payment monitoring reports
• Coordinate supplier/vendor registration and prequalification via Oracle/SAP Ariba
• Coordinate invoicing, follow up on payments and resolve discrepancies
• Work with Sales, Finance, Procurement, Technical, PMO and Management teams
• Ensure compliance with company procedures and quality standards

Skills

CRM proficiency

Documentation

Attention to detail

Communication

Coordination

Education

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

Tools

SuperOffice CRM

SharePoint

Sales Trackers

Oracle portals

SAP Ariba

Microsoft Excel

Microsoft Word

PowerPoint

Job description

Sales Administration

Manage customer inquiries and maintain accurate sales records using SuperOffice CRM SharePoint and Sales Trackers Prepare quotations proposals tender documents Proforma Invoices and Tax Invoices in accordance with company procedures Maintain complete and organized sales documentation and customer records Ensure all sales documentation is accurate and properly approved before submission Support CRM ERP-based quotation sales order and invoicing processes

Contract Administration

Assist in reviewing customer contracts for awarded projects Coordinate internal feedback from relevant departments and consolidate contract comments Support contract clarification processes and maintain final signed agreements

Tender RFI RFQ Management

Coordinate and support tender RFI and RFQ processes from receipt through submission Prepare and compile commercial and administrative documents required for tenders and customer submissions Coordinate with Sales Technical Procurement Finance and Management teams to obtain required information and approvals Maintain accurate records of tender submissions RFIs RFQs and related correspondence

Sales Reporting Pipeline Management

Maintain and update the Sales Tracker Project Pipeline Sales Forecast Opportunity Pipeline and Payment Monitoring Reports Ensure CRM information and sales opportunities are regularly updated and accurate Prepare weekly sales meeting agendas and distribute meeting minutes Monitor project payment status and coordinate with Finance Commercial PMO and Management regarding outstanding payments Prepare sales reports and summaries as required by Management

Vendor Registration Supplier Management

Coordinate supplier vendor registration and prequalification through customer and supplier portals Manage supplier registration qualification and documentation requirements through Oracle portals SAP Ariba and similar platforms Maintain updated supplier registration and prequalification records Coordinate with Finance and relevant departments for supplier documentation and invoice submission requirements

Invoicing Payment Follow-Up

Prepare and coordinate Proforma Invoices Tax Invoices and other billing documentation Submit invoices through relevant customer portals including Oracle and SAP Ariba where applicable Follow up on invoice status payment approvals and outstanding receivables Coordinate with Finance and customers to resolve invoice-related issues and payment delays

Cross-Functional Coordination

Work closely with Procurement Logistics Finance Technical PMO and Sales teams to ensure successful project execution Coordinate internal support to resolve customer concerns efficiently Provide sales-related documentation required by various departments Coordinate effectively with Management and other stakeholders to ensure timely completion of sales and commercial activities

Customer Relationship Management

Build and maintain strong relationships with customers Provide prompt responses to inquiries and professional after-sales support Monitor customer satisfaction and ensure timely resolution of customer concerns Maintain accurate customer records and communication history in the CRM system

Compliance Continuous Improvement

Ensure compliance with company policies procedures and quality standards Maintain confidentiality of commercial and customer information Stay informed of industry trends competitor activities and new products Participate in sales meetings product training exhibitions and other company events Identify opportunities to improve sales administration CRM reporting and documentation processes Perform other duties assigned by the Sales Manager or Management

Qualifications

Bachelor's degree in Business Administration, Marketing, Engineering, or a related field Minimum 3–5 years of experience in sales coordination, sales support, sales administration, or commercial administration, preferably within the construction, engineering, MEP, swimming pool, or water treatment industry Experience in preparing quotations, tenders, RFIs, RFQs, contracts, invoices, and sales documentation Experience with CRM and ERP systems, preferably SuperOffice CRM Experience with Oracle portals and/or SAP Ariba is highly preferred Strong knowledge of Microsoft Office, particularly Excel and Word; PowerPoint and SharePoint experience is an advantage Excellent communication, organizational, coordination, and documentation skills Strong attention to detail and ability to manage multiple projects and deadlines in a fast-paced environment Customer-focused with strong problem-solving and relationship management skills Ability to coordinate effectively with Sales, Finance, Procurement, Technical, PMO, and Management teams Fluency in English is required; additional languages are an advantage

Requirements

Hands‑on experience with SuperOffice CRM or similar CRM systems.Practical knowledge of tendering, RFI, and RFQ processes.Experience with Oracle / SAP Ariba supplier registration, qualification, and invoice submission.Knowledge of CRM/ERP-based quotation, sales order, and invoicing processes.Good knowledge of Microsoft Office, particularly Excel and Word.Strong communication, coordination, and organizational skills.Excellent attention to detail and ability to manage multiple deadlines.Ability to coordinate effectively with Sales, Finance, Procurement, Technical, and Management teams.