Sales Administrator

Gardner Vaughan; Brisbane; On-site; AUD 55,000 - 75,000; Full time

Benefits offered by this job

Collaborative team culture

Exposure to high-profile property proj

Opportunity to streamline systems

Job summary

Gardner Vaughan is seeking a highly organized Sales Administrator to support our Sales & Marketing team in Brisbane. You will manage OTP contracts, variations, and our CRM ecosystem, ensuring 100% data integrity across deals and pricing from initial EOI to settlement.

You will design and optimise HubSpot automations, run cross-platform audits, and support client-facing activities and events. A proactive, accurate approach is essential in a fast-paced property environment.

Qualifications

• Proven experience in CRM administration with HubSpot preferred.
• Familiarity with Procore for tracking plans and variations.
• Uncompromising precision when handling contracts, pricing matrices, and variations.
• High proficiency across Google Workspace (Sheets, Docs, Drive).
• Excellent time management and clear written and verbal communication.
• Collaborative, value-driven mindset and continuous improvement.

Responsibilities

• Generate, update, and manage OTP sales and leasing contracts, EOIs, and formal agreements with accuracy.
• Coordinate end-to-end build variations from clients and sales agents to the site team via Procore.
• Maintain organised digital filing for all contract documentation and amendments.

Skills

CRM administration

Data accuracy

Time management

Communication

Cross-team collaboration

Project coordination

Tools

HubSpot

Procore

ApprovalMax

Google Workspace

Job description

We are seeking a highly organised, tech-savvy, and detail-oriented Sales Administrator to join our Sales & Marketing team. In this pivotal role, you will be the backbone of our sales operations - managing off-the-plan (OTP) contracts, handling construction variations, and taking ownership of our CRM ecosystem.

If you bring uncompromising accuracy, strong digital systems capability, and a proactive "can-do" mindset, this is your opportunity to add direct value across dynamic property projects in a collaborative, fast-paced environment.

About the Role

We are seeking a highly organised, tech-savvy, and detail-oriented Sales Administrator to join our Sales & Marketing team. In this pivotal role, you will be the backbone of our sales operations - managing off-the-plan (OTP) contracts, handling construction variations, and taking ownership of our CRM ecosystem.

If you bring uncompromising accuracy, strong digital systems capability, and a proactive "can-do" mindset, this is your opportunity to add direct value across dynamic property projects in a collaborative, fast-paced environment.

Key Responsibilities

Contracts & Sales Coordination

• Generate, update, and manage off-the-plan (OTP) sales and leasing contracts, EOIs, and formal agreements with absolute accuracy.
• Coordinate the end-to-end build variations process from clients and sales agents through to the site team via Procore.
• Maintain comprehensive, organised digital filing for all contract documentation and amendments.

CRM & Systems Administration

• Act as the internal HubSpot/CRM expert, maintaining 100% data integrity for live deals, lot allocations, and project pricing from initial EOI through to settlement.
• Design, build, and optimise advanced HubSpot automations and workflows to drive operational efficiency.
• Extract high-level reports and maintain live Google Sheets for the Senior Leadership Team (SLT) and board reviews.
• Manage project data launches, pricing updates, and regular cross-platform audits to ensure seamless alignment across the business.

Customer Rewards, Operations & Support

• Manage the administration, issuance, and CRM tracking of repeat and referral buyer vouchers.
• Coordinate with the Client Liaison team on voucher distribution and client milestones.
• Process purchase orders efficiently using ApprovalMax.
• Support client-facing and industry events alongside the marketing and project sales teams.

What We Are Looking For

• Proven experience in CRM administration—HubSpot experience is highly preferred, specifically with advanced workflow design and automation (beyond basic data entry).
• Familiarity with Procore (or similar construction management platforms) for tracking plans and variations, plus experience with ApprovalMax, is a significant advantage.
• Uncompromising precision when handling legal contracts, pricing matrices, deal stages, and construction variations.
• High proficiency across Google Workspace (Sheets, Docs, Drive).
• Exceptional time management, clear written and verbal communication, and the agility to reprioritise tasks in a rapidly evolving project environment.
• A collaborative, positive approach, dedicated to continuous improvement, and grounded in our ethos: Humble, Aligned, Do My Job, and Add Value.

What We Offer

• A supportive, transparent, and collaborative team culture.
• Exposure to high-profile property development projects from launch to settlement.
• Opportunities to streamline systems, influence processes, and grow your technical capability.