Sales Secretary / Sales / Import Export Coordinator

Sales Secretary / Customer Support Representative

Location: Dubai, UAE

Summary

An established trading business is seeking an Arabic Speaking Sales Secretary / Customer Support Representative. The role will support sales administration, customer service, order processing, and shipment coordination while working closely with their reporting manager and the wider team.

Requirements

• Preference for those fluent in Arabic and English, both written and spoken.

• 4 years of relevant professional experience, including 4 years of local UAE experience.

• Experience in customer support, order handling, customer complaints, and business correspondence.

• Mandatory hands-on experience with Proforma Invoices, Bills of Lading (BOL), and Certificates of Origin (COO).

• Good knowledge of import/export procedures and transportation documentation.

• Experience with Letters of Credit (LC) is an advantage but not mandatory.

• Strong working knowledge of Microsoft Office and SAP.

• Excellent organizational skills, attention to detail, and ability to multitask.

• Hard-working, proactive, and willing to learn new tasks and take direction.

Responsibilities

• Process orders for paper and board and coordinate the full order cycle from quotation to delivery.

• Prepare sales contracts, proforma invoices, and related sales and shipping documents.

• Handle customer inquiries, complaints, follow-ups, and routine correspondence with clients and suppliers.

• Coordinate with paper mills, manufacturers, and forwarding companies on order status, shipments, and dispatch of samples.

• Prepare and manage mandatory trade documents including Proforma Invoices, Bills of Lading (BOL), and Certificates of Origin (COO).

• Support import/export documentation and ensure compliance with transportation and shipping requirements.

• Maintain proper filing systems and perform general administrative tasks.

• Follow up on pending customer payments and assist with internal coordination.

• Support the team in preparing offers, sending inquiries, and ensuring smooth daily operations.

• Travel abroad when required and represent the company at exhibitions or client meetings.