Sales Admin Manager

3 days ago

Subang Jaya Selangor, Malaysia Inta Bina Sdn Bhd Full time $80,000 - $1,200,000 per year
Job Responsibilities:

1. Sales Administration & Documentation

  • Manage end-to-end sales documentation (booking forms, SPA, loan documents, progressive billing).
  • Ensure buyer information and contract details are accurate in the CRM system.
  • Track SPA signing, loan approvals, stamping timelines, and related processes.
  • Ensure full compliance with HDA requirements and government regulations.
  • Appoint and coordinate real estate agencies and panel solicitors.
  • Monitor and allocate units to appointed agencies.

2. Customer & Stakeholder Coordination

  • Act as the main point of contact for purchasers on administrative matters.
  • Work closely with sales agents, solicitors, and internal teams to resolve issues promptly.
  • Liaise with banks to monitor loan margins, approvals, disbursements, and documentation flow.
  • Prepare vacant possession (VP) letters and assist in Instrument of Transfer (IOT) matters.

3. Reporting & Data Management

  • Prepare monthly sales performance reports, collection updates, and sales pipeline forecasts.
  • Monitor KPIs including SPA conversion rates, loan approval rates, and collection timelines.
  • Track unit changes, variations, and cancellations with proper documentation and approvals.

4. Compliance & Governance

  • Ensure sales processes adhere to government regulations (HDA, KPKT, LPPEH) and company policies.
  • Protect the confidentiality and integrity of purchaser data and legal documents.
  • Maintain proper records for internal and external audit requirements.

5. Leadership & Process Improvement

  • Lead and mentor the Sales Admin team to ensure accuracy, productivity, and strong customer service.
  • Review and enhance sales administration SOPs to streamline workflows.
  • Train new staff on SOPs, systems, and compliance expectations.

6. Systems & Technology Oversight

  • Manage updates and maintenance of CRM and sales booking systems.
  • Ensure smooth integration of data between sales, finance, and project systems.
Job Requirements:
  • Diploma/Degree in Business Administration, Real Estate, Marketing, or related field.
  • Minimum 5–7 years of experience in property sales administration; at least 2 years in a supervisory/managerial role.
  • Strong understanding of Malaysian property laws, HDA, and loan processes.
  • Excellent communication and coordination skills.
  • Detail-oriented with strong analytical and documentation accuracy.
  • Proficient in CRM systems, Microsoft Excel, and digital documentation tools.
  • Ability to lead a team and manage multiple deadlines.
  • Customer-oriented mindset with problem-solving skills.

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