Showroom Administrator

Job Purpose

Responsible for the day-to-day administration and operational coordination of the showroom, including stock control, vendor documentation, logistics, e-commerce orders, project preparation, showroom maintenance, and lead management. The role ensures that inventory, documentation, shipments, customer records, and project requirements are properly coordinated and accurately recorded in the company systems.

Key Responsibilities

1. Showroom Stock & Inventory Management

• Manage all incoming and outgoing showroom stock and ensure movements are properly recorded in the inventory system. Monitor stock levels for showroom supplies, pantry items, packaging materials, stationery, project tools, and other operational requirements.
  

• Arrange procurement or replenishment when stock reaches minimum levels and ensure required items are available before they run out. Conduct regular physical stock checks and report any shortages, damages, or discrepancies.
  

2. Vendor & Purchase Administration

• Coordinate with vendors for purchases, deliveries, quotations, and required documentation. Ensure vendor records and supporting documents are complete and properly maintained.
  

• Collect and verify supplier invoices and ensure invoices meet applicable UAE FTA requirements before submitting them for accounting and payment processing. Follow up with vendors where invoices, delivery notes, quotations, or other required documents are incomplete or incorrect.
  

3. Logistics & Shipping Coordination

• Coordinate local UAE deliveries and collections by arranging suitable transport providers such as Porter, Aramex, or other approved logistics companies.
  

• For international shipments, obtain and compare freight quotations, coordinate shipping requirements, and arrange collection of inventory from the showroom.
  

• Ensure items are properly packed, documented, handed over, and tracked until delivery or collection is completed.
  

• Maintain records of shipment costs, tracking details, delivery documents, and logistics-related expenses.
  

4. E-Commerce Order Management

• Process online orders received through the company's e-commerce platforms. Prepare, pack, label, and coordinate shipping of orders within the required timeline.
  

• Update order and inventory records after dispatch and maintain the required delivery documentation. Record e-commerce platform fees, shipping charges, and other applicable transaction expenses accurately in Zoho Books.
  

5. Project Administration

• Support upcoming robot rental, sale, demonstration, and event projects by preparing the required administrative documentation. Complete and submit documents required for venue access, loading bay bookings, permits, delivery access, staff details, vehicle information, and other site requirements.
  

• Coordinate project tools, accessories, equipment, consumables, and supporting materials required by the technical team before deployment. Ensure issued project items are properly recorded and returned or accounted for after project completion.
  

6. Showroom Maintenance & Operations

• Ensure showroom equipment, office equipment, utilities, and operational facilities are maintained and ready for daily use. Report maintenance issues and coordinate maintenance requests with building management, service providers, or approved vendors.
  

• Arrange quotations and procurement for replacement items, repairs, equipment, and showroom operational requirements. Follow up on maintenance requests until completion and maintain the relevant records.
  

7. Data Entry

• Attend to people entering the showroom and identify whether they are customers, delivery personnel, vendors, service providers, or other visitors. Professionally communicate with walk-in customers, understand their initial requirements, and direct them to the appropriate sales, technical, or management team member.
  

• Capture complete and accurate customer information for all walk-in enquiries and ensure leads are entered into the company's CRM or designated system.
  

• Maintain proper records of showroom visitors, customer enquiries, online enquiries assigned for follow-up, and other incoming leads to ensure no opportunity is missed.
  

Requirements

Requirements

• Bachelor’s degree or diploma in Business Administration, Operations, Accounting, Logistics, or a related field.
  

• 1–3 years of experience in administration, inventory, logistics, e-commerce operations, or a similar coordination role.
  

• Good working knowledge of Microsoft Office and experience with Zoho Books, Zoho CRM, or similar business software.
  

• Basic understanding of UAE VAT and FTA-compliant invoice requirements.
  

• Strong organizational skills with the ability to manage stock, documentation, deliveries, vendors, and multiple operational tasks at the same time.
  

• Good written and verbal communication skills in English.
  

• Comfortable communicating with customers, vendors, delivery companies, and internal technical teams.
  

• Detail-oriented with strong data-entry and record-keeping skills.
  

• Able to work independently, follow up on pending tasks, and ensure activities are completed on time.
  

• Experience with e-commerce order processing, shipping, or inventory management will be an advantage.