Sales Admin Manager

1. Sales Administration & Documentation

• Manage the full spectrum of sales documentation processes including booking verification, SPA preparation, loan documentation, and stamping.
• Ensure accuracy of purchaser information, payment collection, and documentation before SPA and loan signing.
• Liaise closely with solicitors, bankers, and purchasers to ensure timely execution of SPA and loan disbursement.
• Monitor progress billing, collection schedules, and ensure compliance with SPA and HDA requirements.
• Maintain and update all purchaser records, sales reports, and system entries (e.g. IFCA).

2. End Financier Coordination

• Source, engage, and coordinate with end-financiers for all new project launches to ensure panel bank participation.
• Prepare and submit required project documentation to banks for end-financier panel approval.
• Maintain good working relationships with all panel bankers to ensure smooth loan processing and timely drawdowns.
• Monitor loan release progress and liaise with banks on pending disbursements to support cash flow management.

3. Reporting & Coordination

• Prepare weekly and monthly sales and collection reports for management review.
• Coordinate with Finance, Project, and Legal teams to ensure accuracy of data and compliance with internal SOPs.
• Track loan releases and monitor aging of outstanding collections.

4. Customer & Stakeholder Management

• Act as the key liaison between purchasers, bankers, and solicitors on all documentation and administrative matters.
• Provide prompt assistance to purchasers regarding SPA, loan, and progress billing inquiries.
• Support the Defect Team on documentation and coordination for handover, including release of keys and utility connections.

5. Post-CCC & After-VP Responsibilities

• Handle all future correspondence after CCC and VP, including purchasers' name change requests, subsale, and auction-related matters.
• Coordinate and assist in changing utilities accounts (TNB, Syabas, Indah Water, etc.) to new buyers after CCC termination or resale.
• Ensure all subsale and auction cases are properly documented and communicated to relevant internal departments and authorities.
• Maintain updated purchaser records to reflect changes in ownership.

6. Compliance & Audit

• Ensure all documentation and processes adhere to HDA, company policies, and statutory regulations.
• Support internal and external audits on sales files, SPA records, and purchaser data.

7. Process & System Improvement

• Review and improve sales administration workflows to enhance efficiency and data accuracy.
• Ensure proper use and upkeep of property management systems (e.g. IFCA or equivalent).
• Lead, guide, and develop the sales administration team to achieve high operational efficiency and customer satisfaction.

8. Engagement with Residential Association (RA) and work on developer and RA interrelated matters

• Help to form RA at suitable timing when a Gated & Guarded or strata developments is formed.
• ⁠Work with project team and master the latest authority requirement of forming Gated & Guarded and strata development.
• Work on forming management committee of strata development and arrange the annual meetings.
• Engage dialogues with resident association whenever needed and report to management on working together.

Requirements

1. Bachelor's degree in Business Administration, Finance, Real Estate, or related field.
2. Minimum 5 years' experience in property sales administration, with managerial or supervisory exposure.
3. Strong knowledge of the Housing Development Act (HDA), Sale & Purchase Agreements (SPA), and loan documentation processes.
4. Proficient in IFCA system and other real estate or property management software.
5. Excellent leadership, communication, and negotiation skills with a strong sense of accountability.
6. Detail-oriented and organized, able to manage multiple tasks and deadlines effectively.