Sales Support Administrator

3 months ago


Jebel Ali, United Arab Emirates Vindico Global Full time

**Job Title: Sales Support Administrator**

**Location: Dubai HO**

**Job Purpose**:
The Sales Support Administrator plays a crucial role in providing administrative support to the sales and marketing team at Vindico. This role is instrumental in maintaining a positive professional image for the company while contributing to the efficiency and effectiveness of the sales and marketing functions.

**Primary Objectives**:
**1. Sales & Marketing Administrative Support**
- Maintain the Sales Director's diary and schedule meetings for Sales team members.
- Coordinate and plan both onsite and offsite events and meetings, including research and preparation of materials.
- Provide travel and ticket booking support for the management team.
- Record and distribute minutes of meetings with clients and stakeholders to relevant team members. Assist in preparing agendas and presentations as needed.

**2. Sales Proposal Support**
- Develop comprehensive BOQ documents outlining project scope, deliverables, and milestones, ensuring alignment with client specifications and internal standards.
- Include precise descriptions of tasks, responsibilities, and quality requirements for each project phase to facilitate clear communication and expectations.
- Understand the sales process and maintain all sales reporting as directed by the Director of Sales & Marketing.
- Create and regularly update the opportunity tracker, summarizing opportunity details for reporting and analysis.
- Prepare response documents in accordance with opportunity instructions.
- Assess and respond to urgent requests within the context of opportunities (RFPs).
- Organize and maintain the filing of all related source material, including final responses.
- Create and maintain the RFP "library" in line with document control standards.
- Collaborate with internal departments (Talent, Product, Finance, etc.) to gather information required to support the Sales team.
- Maintain the contract renewal tracker and ensure timely contract renewal with the respective client.
- Collaborate with the sales and marketing team to thoroughly understand the requirements outlined in the client's tender.
- Prepare and organize all documentation required for the tender, ensuring accuracy and compliance with client specifications and company standards.
- Maintain version control and ensure that all relevant stakeholders have access to the latest tender documents

**3. Stakeholder Relationship Management**
- Cultivate and maintain all stakeholder relationships in a professional manner.
- Periodically verify client details and ensure accurate and timely information is provided to stakeholders.
- Ensure all inquiries are addressed and responded to within one working day.
- Update the CRM system (Hubspot) and maintain accurate and clean data.
- Ensure Hubspot client queues are addressed on time.

**4. Maintain Sales Folder in OneDrive**
- Establish and maintain a centralized Sales Folder in OneDrive or a similar cloud-based storage platform.
- Organize the Sales Folder with clear and intuitive categorization, ensuring easy access to critical sales-related documents, proposals, presentations, and templates.
- Regularly update and manage the Sales Folder, archiving outdated materials and ensuring that the latest versions are readily available to the sales and marketing team.
- Implement access controls and permissions to safeguard sensitive sales data and documents while allowing appropriate team members to retrieve and collaborate on necessary files.

**Other Responsibilities**:

- Project admin support
- Enrol or renew to list our company in the client tender process portals. Facilitate the tender process in all documentation.
- General administrative support.
- Facilitate the renewal of office rent agreements and HO office maintenance support.
- Manage the yearly renewal process for various insurances, including Professional Indemnity (PI), Workmen Compensation, and Employee Insurance.
- Maintain an insurance renewal tracker to ensure timely renewals, additions and deletions.
- Business card, visa arrangements and travel support
- Utilize Canva for creating tenders and proposals.
- Create and update employee profiles in corporate templates.
- Support in all marketing activities and events.
- New initiatives to improve the sales support process.

**Qualifications and Skills**:

- Strong organizational and multitasking abilities.
- Proficiency in Microsoft Office Suite and CRM Hubspot systems.
- Attention to detail and a high level of accuracy.

This Sales Support Administrator role plays a pivotal part in facilitating the smooth functioning of the sales team and project team at Vindico, contributing to the company's overall success. The role's additional responsibilities, such as office rent and insurance renewals, further enhance its importance in ensuring the company's operational continuity and risk management.

Pay: AED6,000.00 - AED7,000.00 per month

Application Deadline: 30/08/20


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