Sales & Contract Administrator

Wolfdene group.; Melbourne; On-site; AUD 70,000 - 90,000; Full time

Job summary

Wolfdene is a property developer delivering residential and industrial projects across Victoria and Western Australia. We have an exciting opportunity for a Sales & Contract Administrator to join our team in our Cremorne head office.

Reporting to our Director, you will own the process from signed contract through to settlement and handover for our Victorian purchasers. Working closely with our Sales, Marketing, Development and Finance teams, along with external solicitors and builders, you will

Qualifications

• 2+ years of experience in an administration role.
• Experience in sales or contract administration, settlements or conveyancing, ideally within property development or off-the-plan sales, preferred but not essential.
• Experience using CRMs and cloud-based systems, with the confidence to learn new platforms.
• Previous Zoho experience is not essential.

Responsibilities

• Contracts: Issuing, tracking and exchanging contracts via DocuSign and PlanIT; managing conditional contracts and liaison with vendor solicitors; AML/CTF checks and compliance records.
• Settlements: Own settlement pipeline and risk register; pre-settlement calls and reminders; settlement adjustments; daily/weekly reports for leadership.
• Customer Experience: Primary contact for purchasers, conveyancers, brokers and agents; monthly construction updates and coordinating valuations, walkthroughs and handovers with builders; CRM Super User for setup, data integrity and integrations.
• Marketing Administration: Maintain realestate.com.au listings and project profiles; draft/distribute marketing EDMs; update website/LinkedIn/socials; distribute digital leads.
• General Administration: Provide administrative support across the broader business.

Skills

Highly organized

Communication skills

Collaborative approach

Ability to manage deadlines

Flexibility and can-do attitude

Tools

Zoho CRM

CRM software

DocuSign

Cloud-based systems

MS Office

Job description

Wolfdene is a property developer delivering residential and industrial projects across Victoria and Western Australia. Our purchasers trust us with one of the biggest decisions of their lives, and we're committed to providing an exceptional customer experience.

We have an exciting opportunity for a Sales & Contract Administrator to join our team in our Cremorne head office.

About the Role:

Reporting to our Director, you will own the process from signed contract through to settlement and handover for our Victorian purchasers.

Working closely with our Sales, Marketing, Development and Finance teams, along with external solicitors and builders, you will ensure contracts, settlements, customer communications and project administration are managed accurately and on time.

Key Responsibilities include, but not limited to:

Contracts

Issuing, tracking and exchanging contracts via DocuSign and PlanIT;

Managing conditional contracts, including finance and deposit extensions, nominations and liaison with vendor solicitors; and

Completing AML/CTF checks for purchasers and nominees and maintaining compliance records.

Settlements

Owning the settlement pipeline and risk register, including title dates, forecast settlement dates, finance progress and purchaser readiness;

Undertaking pre-settlement calls and reminders, managing extension and early settlement requests, and checking settlement adjustments; and

Preparing daily and weekly settlement and forecast reports for the leadership team.

Customer Experience

Acting as the primary point of contact for purchasers, conveyancers, brokers and agents from contract through to handover; and

Providing monthly construction updates and EDMs, and coordinating valuations, walkthroughs and handovers with builders.

Acting as Wolfdene's CRM Super User, including setting up new projects and stages, stock lists, fields, workflows and automations;

Maintaining data integrity, building reports, troubleshooting issues and managing integrations with websites and REA; and

Training new starters and team members on processes and working with CRM partners on larger system improvements.

Marketing Administration

Maintaining realestate.com.au listings and project profiles across Victorian projects, including price updates, Statements of Information and imagery;

Assisting with drafting and distributing marketing EDMs;

Updating the Wolfdene website, LinkedIn profile and social media accounts; and

Maintaining current sales collateral and distributing digital leads to the sales team.

General Administration

Providing administrative support across the broader business as required.

About you:

The successful candidate will ideally come with:

2+ years' experience in an administration role;

Experience in sales or contract administration, settlements or conveyancing, ideally within property development or off-the-plan sales, preferred but not essential;

Experience using CRMs and cloud-based systems, with the confidence to learn new platforms. Previous Zoho experience is not essential;

Highly organised and accurate, with the ability to manage multiple deadlines across several projects;

Clear, warm and professional communication skills;

A collaborative approach and willingness to support the wider team where needed - we're a small team and value flexibility and a positive, can-do attitude; and

Bonus experience with Mailchimp, realestate.com.au/Ignite, DocuSign or AML/CTF processes.

The Offer:

Working at Wolfdene, we pride ourselves on our collaborative culture where no two days are ever quite the same. This is a fantastic opportunity for a driven and organised individual to further their career in an environment that supports you to be your best.

You will have access to great employee benefits and be just minutes from public transport and some of Melbourne's best cafés and restaurants.