Assistant Sales Administration Manager

EPICON BERHAD; Petaling Jaya; On-site; MYR 60,000 - 100,000; Full time

Job summary

EPICON BERHAD in Malaysia is seeking a Sales Administration Supervisor to oversee day-to-day sales admin activities, ensuring accurate processing and maintenance of documentation, and timely handover to Credit Control.

You will supervise the Sales Administration team, allocate work, monitor performance, prepare periodic reports, track statuses, and liaise with internal departments and external stakeholders. Travel to project sites may be required.

Qualifications

• Diploma or degree in Estate Management, Business Administration, Property Management or equivalent.
• Minimum 5 years of relevant experience in sales administration, preferably in property development.
• Experience in supervising or coordinating a sales administration team is advantageous.
• Good communication, interpersonal skills and ability to liaise with internal and external stakeholders.

Responsibilities

• Supervise and monitor day-to-day sales administration activities including preparation, processing and maintenance of sales documentation and records.
• Ensure sales data and customer information are accurately updated and maintained in the system.
• Review and approve bookings from pre-booking within SOP timeframe.
• Monitor sales administration workflow for timely and accurate processing.
• Ensure compliance with company policies and approved procedures.
• Coordinate with Credit Control and other departments to handover files and resolve discrepancies.

Skills

Supervision

Documentation management

Stakeholder liaison

Report preparation

Communication

Education

Diploma/Degree in Estate Management, Business Administration, Property Management

Tools

LPPSA process flow

Job description

Supervise and monitor day-to-day sales administration activities, including preparation, processing and maintenance of sales documentation and records.

Ensure sales data, customer information and transaction records are accurately updated and properly maintained in the system.

Review and approve bookings from pre-booking within the stipulated SOP timeframe.

Monitor the sales administration workflow to ensure timely and accurate processing.

Ensure sales transactions are processed in accordance with company policies and approved procedures.

Ensure sales are converted within the stipulated SOP timeframe, with all required information accurately and completely captured in the system prior to handover of the file to the Credit Control Department

Team Supervision & Coordination

Supervise, guide and monitor the performance of the Sales Administration team.

Allocate and monitor work assignments to ensure tasks are completed within the stipulated timeframe.

Provide guidance and support to team members on sales administration procedures and documentation requirements.

Monitor team workload and highlight operational issues or manpower requirements to the immediate superior.

Ensure team members comply with established company policies, procedures and SOPs.

Reporting, Monitoring & Tracking

Prepare, review and consolidate periodic sales reports, summaries and tracking schedules for management and departmental review.

Monitor and update sales status trackers to ensure accurate and up-to-date reporting.

Monitor outstanding documentation, registration status and pending transactions.

Highlight discrepancies, delays or issues to the immediate superior and follow up on corrective actions.

Provide relevant sales administration information and reports as required by management.

Provide administrative and coordination support to the sales team to facilitate smooth sales operations.

Address enquiries from customers and sales agents regarding documentation, registration and transaction status.

Act as a liaison between Sales, internal departments and external stakeholders to ensure effective communication and coordination.

Follow up on sales administration matters and ensure timely resolution of issues.

Process Compliance & Operational Efficiency

Ensure all sales administration processes comply with company policies, SOPs and applicable requirements.

Monitor compliance with stipulated turnaround timeframes for documentation and processing.

Identify issues and recommend improvements to enhance sales administration processes and workflow efficiency.

Support the implementation of process improvements as directed by management.

Assist in maintaining proper records required for internal and external audit purposes.

General Administrative Responsibilities

Perform general administrative duties related to sales operations.

Maintain confidentiality and proper control of sales and customer information.

Undertake any other responsibilities or tasks assigned by the immediate supervisor or management from time to time.

Job Requirements:

Minimum Diploma/Degree in Estate Management, Business Administration, Property Management or other relevant disciplines from a recognized institution.

Minimum 5 years of relevant working experience in sales administration, preferably in the property development industry.

Experience in supervising or coordinating a sales administration team will be an added advantage.

Knowledge of LPPSA process flow will be an added advantage.

Meticulous, well-organised and able to prioritise tasks and meet deadlines.

Good communication and interpersonal skills with the ability to liaise with internal and external stakeholders.

Able to work independently and effectively as a team leader/member.

Good problem-solving and coordination skills.

Willingness to travel to various project sites, including outstation project sites, as required