EXECUTIVE, SALES ADMINISTRATION

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Role Summary:

Execute and coordinate day-to-day sales administration activities to ensure property sales transactions are processed accurately, timely, and in compliance with established requirements. Liaise with internal and external stakeholders, resolve routine transaction-related issues, maintain accurate records, and support a seamless administrative and customer experience throughout the sales process.

Key Outcomes:

• Ensure accurate and timely processing of sales administration transactions and documentation in accordance with established timelines and compliance requirements.

• Support timely SPA execution, loan approvals, disbursements, and related transaction milestones.

• Deliver responsive customer service by resolving purchaser inquiries and supporting after-sales activities.

• Maintain accurate records, reporting, and system updates to support operational effectiveness.

• Build effective working relationships with internal and external stakeholders to facilitate smooth transaction processing.

Key Responsibilities:

Sales Administration & Documentation Processing

• Ensure SPA documents are completed, signed, and processed within established deadlines.

• Verify documentation accuracy, completeness, and compliance with regulatory and company requirements.

• Update systems with relevant transaction information and maintain accurate records.

• Support the administration of property sales transactions in accordance with established procedures.

Stakeholder Coordination & Transaction Support

• Liaise with banks, legal firms, and government agencies to facilitate loan approvals, title transfers, and related transaction activities.

• Coordinate with internal departments and external stakeholders to ensure timely completion of transaction milestones.

• Follow up on outstanding documentation and transaction  requirements to support smooth processing.

Customer Service & Issue Resolution

• Assist in resolving purchaser inquiries related to loan disbursements, documentation, and transaction status within the stipulated timeline.

• Provide continuous engagement with customers for signing agreements and after-sales support.

• Address routine transaction-related issues and escalate complex matters when required.

• Support the delivery of a positive customer experience throughout the sales process.

Compliance & Quality Assurance

• Verify documentation against compliance requirements and established procedures.

• Ensure adherence to HDA requirements, company policies, and relevant regulatory standards.

• Maintain accuracy and consistency in transaction processing and record management.

• Support audit and compliance requirements through proper documentation and record keeping.

Reporting & Process Support

• Prepare sales reports and track transaction progress, SPA status, and related operational information.

• Monitor transaction timelines and highlight potential delays or issues for follow-up.

• Utilize CRM systems, digital tools, and reporting platforms to support productivity and operational efficiency.

• Identify and communicate opportunities to improve administrative processes and service delivery.

Core Competencies & Technical Expertise:

Technical Competencies

• Sales Documentation Support – Assist in preparing, verifying, and processing booking forms, letters of offer, and SPA documentation according to company SOPs.

• SPA Conversion Monitoring – Track and follow up on SPA signing progress and  coordinate with Sales Admin team, solicitors, and purchasers to meet deadlines.

• Loan Disbursement & Billing Coordination – Support the team in managing end-financing processes, submitting documents to bankers, and assisting in collection follow-ups.

• Regulatory & Compliance Awareness – Basic understanding of the Housing Development Act (HDA) and the importance of compliance in property sales processes.

• Reporting & System Updating – Maintain accurate records in CRM or sales tracking systems and assist in generating simple reports on bookings, SPA status, and billings.

Mindset & Behaviours

• Strong attention to detail and accuracy in handling documentation and data entry.

• Good communication and interpersonal skills to liaise with internal teams, purchasers, bankers, and legal firms.

• Able to manage time effectively, handle multiple administrative tasks, and meet tight deadlines.

• Willingness to learn and adapt to company processes, policies, and regulatory requirements.

• Commitment to accuracy, timeliness, and compliance in supporting sales administration activities.

• Collaborative approach in working with internal and external stakeholders to ensure

smooth transaction processing.

Tools & Methodologies:

• Proficient in Microsoft Office (Word, Excel).

• Familiar with CRM or document management systems.

• Reporting & System Updating – Maintain accurate records in CRM or sales tracking systems and assist in generating simple reports on bookings, SPA status, and billings.

• SPA Conversion Monitoring – Track and follow up on SPA signing progress and coordinate with relevant stakeholders to meet deadlines.

• Loan Disbursement & Billing Coordination – Support end-financing processes, document submission, and collection follow-ups.

• Documentation verification and processing practices in accordance with company SOPs and compliance requirements.

Qualifications and Experience:

Educational Background

• Diploma or Bachelor’s Degree in Business Administration, Real Estate, Finance, Law, or a related field.

• Additional training or certification in property sales administration or real estate operations is an added advantage.

Experience Requirements

• Minimum 1–3 years of relevant working experience, preferably in property development or legal conveyancing.

• Fresh graduates with relevant internship or training experience in property administration may be considered.

The selection process may take some time as we carefully consider each talent that comes our way.  Please note that we will only be in contact with successfully shortlisted candidates for the next phase of the recruitment process within 2-4 weeks. We truly appreciate your interest and always look forward to meeting great people who’d like to work with us!