Sales Admin Assistant

Reporting directly to the Sales Administration Officer, this role is responsible for over-all administrative and clerical tasks as well as coordination and engagement with Project Clients / Buyers conducted at Project Site Sales Office, ensuring on-time and accurate compliance of clients of their documentary requirements for the duration of the sale resulting to efficient turnover of accounts.

Sales Support:

• Preparing Sales Documents: Responsible for creating, reviewing, and managing various sales documents like:

• Minimum Booking Requirements;

• Sales contracts and agreements;

• Reservation agreements;

• Deeds of Sale (sometimes, depending on the company's structure);

• Loan Requirements;

• Documentary Requirements for Utility application

• Coordinating Sales Activities: Assisting the sales team with scheduling appointments, site visits, and client meetings. This could also include organizing sales events and presentations.

• Preparing Sales Reports: Generating reports on accuracy and completeness of sales documentation and performance, and other key metrics as required by management.

Document Management:

• Maintaining Sales Records: Organizing and maintaining both physical and digital files related to sales transactions, ensuring easy retrieval and confidentiality.

• Ensuring Document Accuracy: Verifying the accuracy and completeness of all sales documents before processing. Paying close attention to detail is essential.

• Managing Document Flow: Tracking the progress of documents through the various stages of the sales process, from initial inquiry to closing.

• Archiving Documents: Properly archiving closed sales files and other important documents according to company policy.

Administrative Support:

General Administrative Tasks: Providing general administrative support to the sales team, such as answering phones, managing correspondence, and ordering office supplies.

• Client Communication: Communicating with clients regarding sales inquiries, document requirements, and follow-ups. Providing excellent customer service is key.

• Data Entry: Accurately entering sales data and client information into the company's systems.

• Liaising with Other Departments: Working closely with other departments, such as legal, finance, and marketing, to ensure smooth transaction processing.

Other Potential Responsibilities (depending on company size and structure):

• Marketing Support: Assisting with marketing activities, such as preparing marketing materials or coordinating online marketing campaigns.

• Property Management Support: In some cases, they might handle some basic property management tasks related to sold units, like coordinating turnovers or handling initial homeowner inquiries.

College graduate or preferably with degree in Human Resources and Administration Management, Marketing, Communications and other related courses;

• Preferably with at least 2 years of work experience in any Sales Administration or Customer Service-related function.

• Excellent Communication Skills: Both written and verbal.

• Strong Organizational Skills: Ability to manage multiple tasks and prioritize effectively.

• Attention to Detail: Crucial for ensuring accuracy in sales documents and data entry.

• Proficiency in Microsoft Office Suite: Especially Word, Excel, and PowerPoint.

• Experience with CRM Software: A plus.

• Customer Service Skills: Ability to build rapport with clients and provide excellent service.

• Knowledge of Real Estate Processes: Beneficial, but not always required for entry-level positions

• Ability to work independently and as part of a team.

• Proactive and results-oriented with a strong customer service focus.

• Experience in a fast-paced and dynamic environment is highly preferred.