Sales Coordinator and Accountant

Job Title: Sales Coordinator & Accounts Executive

Company: Mars Digital Systems LLC (MarsSys)

Location: Dubai, UAE

Department: Sales & Finance

Employment Type: Full-Time

About MarsSys

Mars Digital Systems LLC (MarsSys) is an IT solutions provider in the UAE, specializing in educational technology, IT infrastructure, hardware, and managed IT services. We work with schools, educational institutions, and corporate customers to deliver reliable technology solutions and services.

We are looking for a detail-oriented and organized Sales Coordinator & Accounts Executive to coordinate sales operations, manage customer and supplier documentation, support order fulfilment, and handle day-to-day accounting activities.

Key Responsibilities1. Sales Coordination

• Prepare quotations, sales orders, proforma invoices, and customer invoices.

• Process customer purchase orders and coordinate with the sales team to ensure timely order fulfilment.

• Coordinate with customers, suppliers, and internal teams regarding pricing, product availability, deliveries, and order status.

• Follow up on pending quotations and support the sales team in converting opportunities into orders.

• Track customer orders and deliveries and provide timely updates to customers.

• Coordinate with suppliers to obtain quotations, confirm product availability, and monitor purchase orders.

• Maintain accurate sales records, customer databases, and documentation.

• Update customer and sales information in the CRM or ERP system.

• Prepare daily, weekly, and monthly sales reports.

• Coordinate with the procurement, logistics, service, and finance teams to ensure smooth business operations.

• Follow up with the sales team on pending orders, quotations, and customer requirements.

2. Accounting and Finance

• Prepare and process customer invoices, credit notes, and supplier bills.

• Record sales, purchases, receipts, and payments in the accounting system.

• Assist with accounts receivable and accounts payable management.

• Follow up with customers for outstanding payments and maintain receivables ageing reports.

• Reconcile customer and supplier statements.

• Maintain petty cash records and assist with expense tracking.

• Assist with bank reconciliations and month-end closing activities.

• Verify invoices against purchase orders and delivery notes.

• Maintain accurate financial records and supporting documentation.

• Assist with VAT documentation, VAT return preparation, and other UAE tax-related requirements under the supervision of the finance team.

• Coordinate with external accountants and auditors when required.

3. Reporting and Documentation

• Prepare sales reports, order status reports, and outstanding payment reports.

• Maintain organized records of quotations, purchase orders, invoices, delivery notes, and payment receipts.

• Ensure sales and accounting transactions are accurately recorded and processed on time.

• Identify discrepancies in orders, invoices, and payments and coordinate with the relevant teams to resolve them.

• Maintain confidentiality of company financial and customer information.

• Support management with sales performance reports and operational reporting.

Required Qualifications and Skills

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field.

• 2–4 years of relevant experience in sales coordination and accounting, preferably in the UAE.

• Experience with accounting software such as Zoho Books, Tally, QuickBooks, or similar ERP systems.

• Good knowledge of UAE VAT procedures and basic accounting principles.

• Proficiency in Microsoft Excel, Word, and Outlook.

• Strong organizational, numerical, and analytical skills.

• Excellent attention to detail and accuracy.

• Good written and verbal communication skills in English.

• Ability to multitask, prioritize work, and meet deadlines.

• Strong coordination, follow-up, and problem-solving skills.

Preferred Experience

• Previous experience in IT trading, hardware distribution, or technology solutions.

• Familiarity with customer and supplier purchase orders, quotations, invoicing, and delivery coordination.

• Experience in accounts receivable, accounts payable, and customer payment follow-ups.

• Knowledge of CRM and ERP systems.

Key Performance Indicators (KPIs)

• Timely and accurate preparation of quotations, purchase orders, and invoices.

• Effective coordination of customer orders and deliveries.

• Timely updating of sales and accounting records.

• Effective follow-up on outstanding customer payments.

• Accuracy of accounts receivable and payable records.

• Timely preparation of sales and financial reports.

• Proper maintenance of sales and financial documentation.

• Efficient coordination with internal teams, customers, and suppliers.

What We Offer

• An opportunity to work with a growing IT solutions company.

• Exposure to sales coordination, accounting, procurement, and customer management.

• A collaborative and professional working environment.

• Opportunities for professional growth and development.

How to Apply

Interested candidates can share their updated CV, mentioning Sales Coordinator & Accounts Executive in the subject line.

Company: Mars Digital Systems LLC (MarsSys)

Location: Dubai, UAE

Pay: From AED5,000.00 per month

Work Location: In person