Admin & Sales Coordinator at Khiara Stores in Dubai

SALES COORDINATOR for HORECA Supplies

Company: KHIARA Group
Location: UAE
Department: Sales
Reports To: Sales Manager / Management
Industry: Hospitality Supplies | Kitchenware & Tableware | HORECA
Employment Type: Full-Time

About KHIARA Group

KHIARA Group is a UAE-based supplier of kitchenware, tableware, and hospitality products, serving hotels, restaurants, catering companies, and other HORECA clients across the GCC since 1955.

Job Purpose

The Sales Coordinator will be responsible for providing strong administrative and operational support to the sales team. The role will involve managing customer enquiries, preparing accurate and timely quotations, entering and maintaining sales information in Microsoft Dynamics, coordinating deliveries, and following up with internal departments and customers to ensure orders are processed smoothly and efficiently.

The ideal candidate should be excellent with Microsoft Excel, comfortable working with large product and pricing lists, and have strong attention to detail.

Key Responsibilities

1. Sales & Enquiry Coordination

• Receive and manage enquiries received through sales executives, email, phone, and other communication channels.
• Review customer requirements and coordinate with the Sales Executive to obtain the necessary product, quantity, pricing, and delivery information.
• Prepare professional and accurate quotations based on customer requirements.
• Ensure quotations are prepared and submitted within the required timeframe.
• Follow up on pending quotations and provide updates to the Sales Executive.
• Maintain proper records of enquiries, quotations, orders, and customer communications.
• Assist the sales team in preparing product information, pricing, availability, and other sales-related documents.

2. Quotation Preparation

• Prepare quotations using Microsoft Excel and Microsoft Dynamics.
• Work with product databases, price lists, customer-specific pricing, discounts, and margins.
• Ensure correct product codes, descriptions, quantities, prices, discounts, VAT, and totals are included in quotations.
• Check quotations carefully for pricing and calculation errors before submission.
• Make revisions to quotations based on customer or Sales Executive requirements.
• Maintain quotation templates and pricing files in an organized manner.

3. Microsoft Dynamics

• Create and maintain customer and sales-related information in Microsoft Dynamics.
• Enter quotations, sales orders, customer information, and other relevant data accurately.
• Update order and quotation status regularly.
• Coordinate with the sales team to ensure CRM/ERP records are complete and up to date.
• Generate and maintain sales reports when required.
• Follow company procedures for documentation and data entry.

4. Delivery & Order Coordination

• Coordinate with warehouse and logistics teams regarding order preparation and delivery schedules.
• Follow up on stock availability and expected delivery dates.
• Coordinate delivery requirements with Sales Executives and customers.
• Monitor order progress and proactively communicate delays or changes.
• Ensure delivery-related information is accurately communicated to all relevant departments.
• Assist in resolving delivery and order-related issues.

5. Coordination with Internal Teams

• Act as a key coordination point between Sales, Management, Warehouse, Logistics, Finance, and Customers.
• Follow up internally on pending quotations, orders, stock availability, payments, deliveries, and other sales requirements.
• Escalate urgent customer or operational issues to the Sales Manager/Management when required.
• Ensure information flows accurately and efficiently between departments.

6. Reporting & Administration

• Maintain organized records of quotations, orders, customer enquiries, and sales activities.
• Prepare daily/weekly/monthly sales-related reports as requested.
• Track quotation conversion and pending enquiries.
• Assist management with sales data, pricing analysis, and other reports.
• Maintain confidentiality of customer information, pricing, and company data.

Required Skills & Qualifications

• Bachelor’s degree or diploma in Business Administration, Sales, Commerce, or a related field is preferred.
• 1-2 years of experience in Sales Coordination, Sales Administration, Sales Support, or a similar role.
• Experience in B2B sales or HORECA/hospitality supplies is highly preferred.
• Strong knowledge of Microsoft Excel is essential.
• Must be comfortable working with Excel formulas such as:
• VLOOKUP / XLOOKUP
• IF / SUMIF / COUNTIF
• Pivot Tables
• Basic data analysis and formatting
• Sorting and filtering
• Basic spreadsheet functions
• Experience with Microsoft Dynamics or another ERP/CRM system is preferred.
• Strong written and verbal communication skills.
• Excellent organizational and time-management skills.
• High attention to detail, particularly when working with prices, quantities, product codes, and quotations.
• Ability to multitask and handle multiple enquiries and quotations simultaneously.
• Ability to work under pressure and meet deadlines.
• Good coordination and follow-up skills.
• Proficiency in English is required. Arabic is an advantage.

Preferred Experience

Candidates with experience in any of the following industries will be strongly preferred:

• HORECA / Hospitality Supplies
• Hotel Supplies
• Kitchenware
• Tableware
• Catering Supplies
• Restaurant Supplies
• Foodservice Equipment & Supplies
• FMCG / B2B Distribution
• Trading & Distribution

Key Competencies

Accuracy & Attention to Detail
Must be highly accurate when preparing quotations, entering prices, quantities, product codes, and customer information.

Excel & Data Management
Strong Excel skills and the ability to work efficiently with large product and pricing databases.

Communication
Able to communicate clearly and professionally with customers, Sales Executives, management, warehouse, logistics, and other departments.

Follow-Up
Proactive in following up on quotations, orders, deliveries, and pending actions without constant supervision.

Organization
Able to manage multiple enquiries, quotations, orders, and priorities simultaneously.

Teamwork
Works effectively with sales and operational teams to achieve customer and company objectives.

Problem Solving
Able to identify issues quickly and coordinate with the appropriate department to resolve them.

Key Performance Indicators (KPIs)

The Sales Coordinator will be evaluated based on:

• Accuracy and turnaround time of quotations
• Number of enquiries/quotations processed
• Accuracy of pricing and order entry
• Timely follow-up on quotations and enquiries
• Accuracy and completeness of Microsoft Dynamics records
• Delivery/order coordination efficiency
• Response time to Sales Executives and customers
• Reduction of quotation/order processing errors
• Quality and timeliness of sales reports
• Overall support provided to the sales team

What We Are Looking For

We are looking for someone who is organized, energetic, responsible, and detail-oriented, with a strong willingness to learn and take ownership of their responsibilities.

The successful candidate should be comfortable working in a fast-paced trading environment where speed, accuracy, communication, and follow-up are critical.

Experience with HORECA products, kitchenware/tableware, or GCC hospitality customers will be a significant advantage.

Pay: AED3,000.00 - AED4,000.00 per month

Ability to commute/relocate:

• Dubai: Reliably commute or planning to relocate before starting work (Preferred)

Experience:

• Sales Coordinator: 1 year (Preferred)

Location:

• Dubai (Preferred)

Work Location: In person