Sales Administrator

Job Summary

We are seeking a proactive and organised Sales Administrator to be an essential part of a high-performing Sales team within the property and construction sector. This role is focused on managing the entire property listing lifecycle, supporting land acquisition, preparing advertising materials, and providing essential data and administrative support. Strong attention to detail, efficiency in data management, and proficiency in relevant platforms are essential to ensure seamless operations and accurate client service delivery.

 

Responsibilities
Property Listing & Land Acquisition Support

• Maintain a database of Agent contacts (Agency, Contacts, Business locations).

• Investigate and undertake site reporting (DBYD, Council Overlays, Service Locations) and relay information into site reports.

• Complete Land acquisition site reports and calculate site costs for review by sales staff prior to packaging locations.

• Maintain an up-to-date stock list of vacant sites for clients.

• Package vacant land sites for advertising and marketing.

• Upload and maintain a target number of listings each week across REA, Domain, and VaultRE CRM.

• Assist with recovering data and reports from real-estate portals weekly for review.

• Conduct weekly land hunting specifically for engaged clients in consultation with sales staff.

• Update client documentation with new options on a weekly basis.

• Update the stock list with newly acquired options when procured.

• Present options for clients to sales staff for review bi-weekly when possible.

Marketing & Communications

• Prepare sales and marketing materials, including sales kits, E-blasts, and newsletters.

• Create and send fortnightly E-blasts to databases.

• Support Google-review follow-ups with clients post-handover.

CRM & Administrative Support

• Maintain accurate client and enquiry records in VaultRE CRM (or similar).

• Enter and update new sites, leads, and client communications daily.

• Generate and maintain Excel tracking sheets and client summaries.

• Provide general administrative support to the sales team and management as directed.

Reporting & Data Management

• Compile weekly reports (sales activity, leads, listings) by Friday each week.

• Track data weekly, maintaining and updating Excel spreadsheets as needed.

• Maintain target KPIs: listings per month (REA & Domain), new sites packaged per month, and E-blast emails per month.

Requirements

• Experience in a sales-administrator or data-entry role, ideally within property, construction, or related industries.

• Strong understanding of administrative workflows, data management, and document control.

• Proficient in Microsoft Office Suite, especially Excel and PowerPoint.

• Excellent attention to detail and accuracy.

• Clear, professional written and verbal communication.

• Reliable, organized, and proactive.

Desirable

• Experience with VaultRE CRM, REA, or Domain portals.

• Familiarity with new home construction or residential property processes.

• Team-oriented and responsive to direction.

• Strong time management and task prioritisation skills.

Software Proficiency

• CRM systems (e.g., VaultRE, HubSpot, or similar)

• Microsoft Office or Google Workspace (Docs, Sheets, Slides, Excel).

• Property platforms (e.g., REA, Domain).

• Presentation tools (PowerPoint).

Personal Attributes

• Confident Communicator: Professional written and verbal communication.

• Organised and Detail-Oriented: Maintains high accuracy in records and reporting.

• Self-Motivated: Reliable and able to work independently.

• Collaborative: Team-oriented and responsive to direction.

• Proactive: Strong time management and task prioritization skills.

Applicant Details

• Time Zone: Australian Business Hours

• Applicant Location: Must be Filipinos living in the Philippines 

About Outdesk

At Outdesk, our mission is to bridge the gap between exceptional talent in the Philippines and the dynamic business needs of our clients in Australia. We are committed to delivering bespoke recruitment and comprehensive employment solutions that foster long-term success for both our clients and staff.

Employee Benefits

• Paid Leave

• 13th Month Pay

• SSS

• Philhealth

• Pag-Ibig

• BIR

• HMO

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