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.

Duties and Responsibilities

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 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.