Sales and Supply Chain Coordinator (Service)

Company Description Aquarius Worldwide FZE partners with both jobseekers and businesses to deliver tailored workforce solutions. The company carefully sources candidates and supports them in refining their professional skills and presentation. By collaborating closely with business clients, Aquarius Worldwide FZE gains a deep understanding of their operational and staffing needs. This approach enables placements based on strong mutual fit, aiming to benefit both the employer and the individual. The organization values long-term relationships and continuous improvement in talent and service quality. Role Description The Sales and Supply Chain Coordinator (Service) is a full-time, on-site role based in Dubai, United Arab Emirates. This role is responsible for coordinating service-related sales orders, monitoring inventory levels, and ensuring timely availability of parts and materials for service operations. The coordinator will manage order processing, track shipments, and liaise with internal teams and external vendors to maintain accurate records and seamless supply chain workflows. Daily tasks also include preparing reports, analyzing service demand, supporting customer inquiries related to order status, and escalating issues to relevant stakeholders when needed. The role requires close collaboration with sales, operations, and customer service teams to optimize service delivery and uphold company standards. 1. Responsibility aligned under Business Modules - BM1, BM3(R3 Projects) & BM4 (UAE Service Sales). 2. Key Responsibility: Support Sales team annual targets/ objectives 3. Maintain healthy and professional relationships with customers/partners through timey communication & proactive support. 4. Provide administrative and operational support to the sales team, ensuring timely quotation preparation, order processing., customer coordination & accurate documentation. 5. Updating Pending order file on a timely basis & providing weekly updates to team & Sales Director on the status of orders in hand versus team projections. 6. Timely Follow up & communicate with the customers/sales team/Line manager the OD status at the time of order processing, Extract customers' statement of accounts from the accounting system and assist to implement the credit control system in the company. 7. Collecting, analyzing, evaluating and accounting the information in order to increase productivity of sales, to monitor the trends and assist in performance evaluation data 8. Validate sales orders in the system and send order confirmations to customers. 9. Check and verify the pricing structure and availability of products – sales support and customers 10. Secure Sales Director’s approval for order processing – product pricing/price increase applicability ensuring GP%, Customer Payment Analysis and Deviation Validation Sheet are in place 11. Assist sales team to collect payments from customers, issue proper receipts and provide correct and timely information to the accounts department. 12. Providing sales coordination, supply chain coordination, and invoicing support during colleagues' leave periods and on an as-needed basis, as per task allocations, for UAE, Export Area I, and Export Area 13. Manage and monitor Service Digital Modules (Sales Cloud and FSM), including data entry, ticket management, technical support, status tracking, and system updates; ensure all service agreements, maintenance plans, and tickets are accurately maintained and available for operations by coordinating closely with the Service Sales Team; schedule and coordinate service technicians' assignments in support of the Service Manager; and provide operational support and coverage during colleagues' leave periods and as required based on task allocations. 14. Check and verify the LPO from customer, pricing structure and availability of products at the time of quotation and order processing in order to ensure that the approval is obtained and prices are in line with set protocols. 15. Create Purchase Order for local suppliers as per approved Purchase Requisition. 16. Check availability of material and send order confirmations to customers. 17. Create Order Confirmation and coordinate with the warehouse team for picking and packing as per the requirements of the destination country. 18. Prepare all detailed shipping documents in line with the customs regulations (of both origin and destination countries). 19. Arranging the collection or dispatch of local orders as per the appropriate incoterms in coordination with forwarders and ensure timely clearance and shipment delivery to the customer 20. Enter GRN and AP invoice in the accounting system upon receipt of supplier’s invoice, once the job is completed with signed service report. 21. Communicate and update customers on the status of their orders at all times to ensure a smooth flow of information on orders/shipments. 22. Enter sales Invoice once service report is signed and job is completed as per the daily update provided by Service department. 23. Coordinate and update the pending order file based on received orders from sales support team. 24. Maintain a complete record of communication and documentation in each job file. 25. Preparation of Standard Annual Maintenance Contracts 26. Costing sheet of the AMC Contract form is prepared and shared to SD along with the AMC Contacts to be signed & approval received. 27. Receiving of signed & stamped Annual Maintenance Contact or Annual Maintenance Contact LPO from sales support team. 28. Prepare Order Confirmation in the accounting system as per the Contract entry form provided by the Sales Support Team. 29. Timely follow up with AMS team on status of scheduled PPMs & completion report 30. Generate sales invoice once job is completed as per the scheduled PPM and upon receipts of signed service reports. 31. Manage and monitor Service Digital Modules (Sales Cloud and FSM), including data entry, ticket management, technical support, status tracking, and system updates; ensure all service agreements, maintenance plans, and tickets are accurately maintained and available for operations by coordinating closely with the Service Sales Team; schedule and coordinate service technicians' assignments in support of the Service Manager; and provide operational support and coverage during colleagues' leave periods and as required based on task allocations. 32. Provide cross-functional operational support across all GME markets and sales channels during peak workloads, resource constraints, or business requirements, undertaking activities ranging from quotation and order processing to invoicing and customer support, irrespective of assigned territory, country, or business segment. Qualifications • Candidates should possess strong Communication and Customer Service skills to interact effectively with clients, suppliers, and internal teams. • Candidates should possess solid Analytical Skills to interpret data, forecast demand, and support decision-making in sales and supply chain activities. • Candidates should possess Operations Management skills to coordinate workflows, manage order processing, and suppor

The role is responsible for coordinating service-related sales orders, monitoring inventory levels, ensuring timely availability of parts and materials for service operations, managing order processing, tracking shipments, liaising with internal teams and external vendors, preparing reports, analyzing service demand, supporting customer inquiries related to order status, and escalating issues as needed. Daily tasks include maintaining relationships with customers/partners, providing administrative and operational support to the sales team (quotation preparation, order processing, customer coordination & documentation), updating pending order files and providing weekly updates to the team and Sales Director, following up with customers/sales team/Line manager, extracting customer statements of accounts to assist credit control, collecting and analyzing information to monitor trends and evaluate performance, validating sales orders and issuing confirmations, verifying pricing and product availability, securing approvals for order processing and price applicability, assisting with collections and receipts, providing sales and supply chain coordination and invoicing support during leave periods, managing Service Digital Modules (Sales Cloud and FSM), coordinating service technicians’ assignments, checking LPOs, creating local Purchase Orders, coordinating with warehouse for picking/packing, preparing shipping documents, arranging collection/dispatch with forwarders, entering GRN and AP invoices, maintaining customer communications, updating pending orders, and ensuring complete records in each job file. This role also includes preparation of Standard Annual Maintenance Contracts, costing of AMC contracts, obtaining signed contracts, generating invoices after service completion, and cross-functional operational support across all markets as needed.