Sales Coordinator – Medical Devices & Regulatory Affairs

Job Description

Job Title:

Sales Coordinator – Medical Devices & Regulatory Affairs

Location:

UAE (Dubai) – Office-Based

Reports To:

Managing Director / Commercial Director

Job Summary

We are seeking a highly organized and detail-oriented Sales Coordinator with Regulatory Affairs experience to support our commercial operations and ensure seamless compliance with UAE regulatory requirements.

This role bridges sales operations, logistics coordination, and regulatory submissions, ensuring smooth execution from order processing to product registration and market availability.

1. Sales Coordination & Operations

• Coordinate with sales team on daily order processing, quotations, and follow-ups
• Prepare and manage Proforma Invoices (PI), Purchase Orders (PO), and invoices
• Track order status, deliveries, and backorders
• Maintain customer database and sales records (CRM/ERP)
• Support key accounts (hospitals, clinics, distributors) with documentation and coordination
• Ensure timely communication between sales, logistics, and finance teams

1. Regulatory Affairs (UAE Focus)

• Handle medical device registration with authorities such as:
• Ministry of Health and Prevention
• Dubai Health Authority
• Department of Health
• Prepare and submit product registration dossiers
• Manage renewals, variations, and compliance updates
• Ensure all products meet UAE regulatory and labeling requirements
• Liaise with principals/manufacturers for technical documentation (CE, FDA, ISO, Free Sale Certificate, etc.)
• Maintain regulatory database and documentation control

1. Logistics & Documentation

• Coordinate with suppliers for shipment planning (air freight priority)
• Handle import documentation, customs clearance coordination
• Work with freight forwarders and clearing agents
• Ensure proper documentation for audits (VAT, compliance, regulatory)

1. Compliance & Audit Support

• Maintain documentation for VAT and audit compliance
• Ensure alignment with UAE healthcare regulations and company SOPs
• Support internal and external audits with required documentation

1. Cross-functional Coordination

• Act as a central point between:
• Sales team
• Regulatory authorities
• Suppliers / Principals
• Logistics & Finance teams
• Support product launches and market entry strategies

• Bachelor's Degree in:
• Life Sciences / Pharmacy / Biomedical / Business Administration
• 2–5 years experience in:
• Medical device sales coordination
• Regulatory affairs (UAE preferred)
• Strong knowledge of:
• UAE medical device regulations
• Documentation and submission processes
• Experience with ERP/CRM systems preferred
• Excellent communication skills (English mandatory)

• Strong organizational & multitasking ability
• Attention to detail (critical for regulatory compliance)
• Coordination & stakeholder management
• Problem-solving under pressure
• Documentation and reporting excellence

• Experience in ENT / Orthopedics / Surgical consumables
• Prior handling of MOHAP / DHA / DOH registrations
• Familiarity with hospital procurement systems (Rafed, etc.)

• Opportunity to work with a growing medical device company in UAE
• Exposure to international principals and regulatory frameworks
• Dynamic, fast-paced healthcare environment