HVAC Secretary
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Key skills for this role
About the Role
WAHA AİR seeks an HVAC Secretary for their Dubai office. You will manage clerical tasks, coordinate with engineering and sales teams, handle CRM and document control, and support HVAC/MEP project administration.
Key Skills for This Role
Responsibilities
- Manage daily clerical and administrative tasks such as handling correspondence, preparing documents, maintaining records, and organizing files related to HVAC projects and operations
- Coordinate schedules, arrange meetings, support senior executives, and assist with preparation of reports, proposals, and presentations
- Serve as first point of contact for clients and partners, answering phone calls, greeting visitors, and directing inquiries
- Update databases, track project documentation, support order processing, and collaborate with engineering, sales, and service teams
- Handle incoming calls, emails, WhatsApp messages, and website inquiries professionally; register and maintain customer data in CRM
- Track customer inquiries from initial contact through quotation and project award stages; follow up with clients
- Support sales and operations teams with project related coordination; understand HVAC and MEP terminology
- Prepare, submit, register, and track project documents and correspondence; maintain organized records
- Prepare daily, weekly, and monthly CRM and sales reports; monitor lead conversion rates and sales pipeline activities
Requirements
- Minimum 3 years of experience in HVAC, MEP, construction, or engineering companies
- Bachelor's Degree or Diploma
- Excellent English communication skills (written and verbal)
- Fluency in a second language is mandatory (Arabic, Russian, or Turkish preferred)
- Proven experience using CRM systems such as Zoho, HubSpot, Salesforce, or similar platforms
- Proficiency in Microsoft Office (Excel, Word, PowerPoint)
- Strong organizational, multitasking, and reporting skills
- Experience with document control and project administration
- Ability to work on site in Dubai and collaborate effectively with a diverse, multicultural team
Full Job Posting
Company Description
- WAHA AİR delivers integrated HVAC and engineering solutions, bringing sector knowledge and international project experience from Turkey to the Dubai market.
- The company focuses on air conditioning, mechanical systems, automation, and energy efficiency for commercial and industrial clients.
Role Description
- This is a full time, on site HVAC Secretary role based in Dubai.
- The HVAC Secretary will manage daily clerical and administrative tasks such as handling correspondence, preparing documents, maintaining records, and organizing files related to HVAC projects and operations.
- The role also includes updating databases, tracking project documentation, supporting order processing, and collaborating closely with engineering, sales, and service teams.
CRM & Customer Relationship Management
- Handle incoming calls, emails, WhatsApp messages, and website inquiries professionally.
- Register and maintain all customer data, leads, and opportunities within the CRM system.
- Track customer inquiries from initial contact through quotation and project award stages.
- Follow up with clients regarding quotations, project updates, and pending actions.
- Maintain accurate records of all customer interactions.
HVAC & MEP Coordination
- Support the sales and operations teams with project related coordination.
- Understand HVAC and MEP terminology, including VRF, Chillers, Ventilation Systems, Split AC, and related services.
- Coordinate communication between clients, consultants, contractors, suppliers, and internal teams.
- Assist with RFQs, quotations, submittals, approvals, and project documentation.
Document Control & Administration
- Prepare, submit, register, and track project documents and correspondence.
- Maintain organized records of quotations, contracts, submittals, approvals, and project files.
- Monitor document revisions and ensure proper document distribution.
- Manage incoming and outgoing correspondence and maintain project logs.
- Support management with administrative and clerical duties.
Reporting & Performance Tracking
- Prepare daily, weekly, and monthly CRM and sales reports.
- Monitor lead conversion rates and sales pipeline activities.
- Generate reports on inquiries, quotations, won projects, and lost opportunities.
- Provide management with accurate business performance updates.
Qualifications & Requirements
- Minimum 3 years of experience in HVAC, MEP, construction, or engineering companies.
- Bachelor's Degree or Diploma.
- Excellent English communication skills (written and verbal).
- Fluency in a second language is mandatory (Arabic, Russian, or Turkish preferred).
- Proven experience using CRM systems such as Zoho, HubSpot, Salesforce, or similar platforms.
- Proficiency in Microsoft Office (Excel, Word, PowerPoint).
- Strong organizational, multitasking, and reporting skills.
- Experience with document control and project administration.
- Ability to work efficiently in a fast paced environment.
Preferred Qualifications
- Previous experience in an HVAC or MEP contracting company in the UAE.
- Familiarity with consultant, contractor, and client coordination.
- Knowledge of RFQ, quotation, submittal, approval, and procurement processes.
- Experience with Aconex, Asite, EDMS, or similar document control systems.
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