Sales Administrator supporting the sales team with documentation and coordination, requiring a Diploma or Degree in Business or a related field with administrative experience, in a real estate environment, on-site role.
Job Purpose:
- To
support the sales operations manager, sales partners by administering the
sales information system and providing all other administration services
for the sales department and staff.
- Scope:
The Sales Department is responsible for driving revenue by actively
promoting and selling the company’s developments. This includes developing
and executing targeted marketing and advertising initiatives, engaging
prospective clients, and maintaining strong customer relationships. The
team ensures that a professional and consistent corporate image is
presented at all times while working strategically to meet or exceed sales
targets and optimise pricing performance.
Key Responsibilities:
- Provide
administrative assistance to the sales operations manager, sales partners
by generating documents, reports, spreadsheets, filing and general
administration for the sales department.
- Record/input
sales, reservations, cancellations, exchanges, hand-overs and legal
completions onto the sales ERP system, along with full customer details.
- Check
data accuracy in the documentation related to the sale, i.e., checking
prices and contracts are up to date.
- Produce/update
monthly report spreadsheet.
- Produce/amend
standard forms for use in the office to assist the sales team and
partners. Ensure that all hard and digital copies of documentation are up
to date.
- Liaise
daily with the legal department regarding sales documentation and
completion.
- Ensure
a smooth transition between clients and internal teams from closure of
sales to handover. Communicate important feedback from customers
internally.
- Liaise
with clients and collate all documentation required when necessary.
- Produce
all relevant information and documentation for prospective leads.
Supporting the sales team with general operations to help reach the team’s
objectives.
- Take
telephone enquiries from prospective customers regarding both forthcoming
and existing sites, creating a database for future use.
- Liaise
with sales partners and the marketing department and ensure they receive
relevant copies of advertising material, price lists and any other
necessary documentation regularly, and also assist sales management with
other marketing duties.
- At
all times comply with company policies, procedures and instructions.
Contribute to improving the business and enhancing the reputation of the
company by putting forward new ideas and by implementing change when
requested to do so.
- Coordinating
showings, assisting at open houses, and with closing sales when required.
- Performing
other duties as assigned.
- These
are illustrative duties, and the job holder will be expected to become
involved in a range of work to enable the department to respond
effectively to the requirements of the company.
Health, Safety, and Environment
(HSE):
- Attend
mandatory safety trainings when scheduled
- Promptly
report hazards, near misses, incidents, and accidents to the appropriate
supervisor
- Adhere
to all HSE instructions and site-specific safety protocols
- Utilise
the appropriate Personal Protective Equipment (PPE) as required
- Participate
in risk assessments and safety audits when requested
- Engage
in safety drills and emergency preparedness activities
- Contribute
to a culture of safety by proactively identifying and mitigating potential
risks
- Establishing
JSA’s to meet HSE regulations.
- Ensure
PTWs are opened and closed on time for permit requiring activities.
ISO Integrated Management System
(IMS):
- Comply
with all company policies, procedures, and work instructions aligned with
the IMS.
- Adhere
to applicable legal, regulatory, and customer requirements
- Contribute
to achieving the company’s quality objectives by following established
standards and ensuring accuracy in work.
- Support
environmental practices: reduce waste, conserve resources, and prevent
pollution
- Participate
in IMS training, audits, and awareness programs.
- Cooperate
during internal and external IMS audits.
- Deliver
quality work and support continuous improvement/innovation.
- Maintain
confidentiality and safeguard company assets.
Personality Traits & Key
Attributes:
- Diligent
and detail-oriented: takes ownership of tasks and ensures work is
completed accurately.
- Customer-focused:
friendly, professional, approachable, and genuinely enjoys assisting
customers.
- Highly
organised: able to prioritise multiple tasks and keep records and
documentation up to date.
- Proactive:
anticipates what needs to be done and takes initiative rather than waiting
to be instructed.
- Reliable
and accountable: follows through on commitments and can be trusted with
confidential and important information.
- A
strong communicator: confident when communicating with clients,
colleagues, and external stakeholders.
- Patient
and solutions-oriented: able to handle customer queries or challenges
calmly and professionally.
- Team-oriented:
works collaboratively with the sales team and other departments.
- Positive
and professional: maintains a warm, can-do attitude even when working
under pressure.
- Commercially
aware: understands the importance of customer experience, responsiveness,
and supporting the sales team in converting and retaining clients.
Ideal candidate:
- A
highly organised and customer-focused individual who combines strong
administrative skills with a warm, professional personality, and who takes
pride in ensuring that every client interaction and sales process is
handled efficiently and accurately.
