Front Desk Sales Coordination

The Sales Executive / Front Desk is the critical link between the Sales Manager and the rest of the organization once a lead has been converted into a confirmed order. This role owns the post-close handoff: translating the closed deal into an accurate internal order, coordinating with Production, Warehouse/Logistics, Quality, and Finance to ensure the customer commitment is fulfilled on time and as agreed, and keeping the customer and the Sales Manager informed throughout. The role also serves as the professional face of the office — managing the front desk, welcoming visitors and customers, and handling incoming calls and enquiries. The role exists to protect the professionalism and reliability of the customer relationship after the sale is won, and to ensure every visitor and caller experiences the same standard of care, from “deal closed” through to “order delivered and invoiced.”

Order & Handoff Coordination

• Receive closed-deal details from the Sales Manager and verify completeness of order information (specifications, quantities, pricing, delivery terms, special requirements).
• Log and process confirmed orders accurately in the company’s order/CRM system without delay.
• Coordinate with Production Planning to confirm manufacturing schedules, lead times, and any capacity constraints, and relay realistic timelines back to the Sales Manager and customer.
• Liaise with Warehouse and Logistics teams to arrange dispatch, shipping documentation, and delivery tracking.
• Coordinate with Quality/QC on any product specification checks, certificates, or compliance documents required by the customer.
• Work with Finance/Accounts to confirm credit terms, generate proforma invoices, and follow up on payment milestones tied to dispatch.

Front Desk & Visitor Management

• Manage the front desk/reception area, ensuring it is always professionally staffed and presented during working hours.
• Greet and attend to visitors and customers in person, ensuring a warm, professional first impression of the company.
• Register visitors as per company policy, notify the relevant employee/department, and manage waiting-area comfort.
• Answer, screen, and route incoming calls promptly and professionally; take accurate messages and follow up to ensure they reach the right person.
• Handle general enquiries (from customers, suppliers, or the public) at the front desk and over the phone, escalating to the appropriate department when needed.
• Coordinate courier, mail, and deliveries arriving at or dispatched from the front desk.
• Maintain front desk supplies, visitor logs, and any related administrative records.

Relationship & Communication Management

• Act as the customer’s primary point of contact for order status, delivery updates, and after-sale queries once the Sales Manager has closed the lead.
• Maintain a professional, responsive, and solutions-oriented tone in all customer and internal communications.
• Proactively flag and communicate any delays, shortages, or issues to both the customer and the Sales Manager before they become escalations.
• Ensure the customer experience remains consistent and professional through the full order-to-delivery cycle, reinforcing trust built during the sales process.

Internal Stakeholder Coordination

• Serve as the internal coordination point across Sales, Production, Warehouse, Quality, and Finance for every closed order.
• Chase internal approvals, documentation, and sign-offs required to keep orders moving without unnecessary delay.
• Escalate cross-functional bottlenecks to the Sales Manager or relevant department head in a timely and professional manner.
• Maintain clear records of each order’s status and communication history for visibility across teams.

Administration & Reporting

• Maintain accurate and up-to-date order files, customer records, and correspondence logs.
• Prepare regular status reports/trackers on open orders, pending deliveries, and outstanding customer issues for the Sales Manager.
• Support the Sales Manager with any post-sale documentation, contracts, or reporting needs.
• Contribute to continuous improvement of the lead-to-delivery handoff process.

Key Working Relationships

• Internal: Sales Manager, Production/Planning team, Warehouse & Logistics, Quality Control, Finance/Accounts, Customer Service
• External: Customers (post-sale order and delivery communication), freight/logistics providers as needed

Qualifications & Experience

• Bachelor’s degree in business administration, Sales, Marketing, or a related field (or equivalent practical experience).
• 2–5 years of experience in a sales coordination, sales support, order management, or customer service role.
• Experience in manufacturing, industrial, or B2B trading environments is an advantage.
• Familiarity with order processing and coordinating across production, logistics, and finance functions.
• Fluent in English; additional languages relevant to the customer base are a plus.
• UAE experience preferred; based in or willing to work from Umm Al Quwain.
• Strong cross-functional coordination and follow-up discipline — able to keep multiple orders and stakeholders moving in parallel.
• Excellent verbal and written communication; comfortable managing customer-facing conversations professionally.
• High attention to detail and accuracy in order processing and documentation.
• Proactive problem-solver who flags issues early rather than waiting for escalation.
• Strong organizational and time-management skills; able to prioritize under multiple deadlines.
• Professional, calm, and relationship-focused demeanor, particularly when coordinating across departments with competing priorities.
• Proficient in MS Office (Excel, Word, Outlook); comfortable learning ERP/CRM and order-tracking systems.
• Polished, welcoming front-desk presence with strong telephone etiquette and the ability to multitask between visitors, calls, and order coordination without dropping either.

What Success Looks Like in This Role

• Closed leads convert smoothly into confirmed, accurately logged orders with no information lost in handoff.
• Customers experience a consistent, professional standard of communication from deal close through to delivery.
• Internal departments receive clear, timely information, reducing delays and last-minute escalations.
• The Sales Manager is freed up to focus on new business, with confidence that closed deals are being professionally managed to completion.
• Visitors and callers consistently experience a professional, welcoming front-of-office impression of the company.

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