EXECUTIVE, SALES ADMINISTRATION

ECO BOTANIC SDN BHD; Malaysia; On-site; MYR 45,000 - 78,000; Full time

Job summary

EcoWorld is seeking a Sales Administration professional to coordinate day-to-day sales documentation and transaction processing for property sales in Malaysia. You will liaise with banks, legal firms, and government agencies, ensuring timely SPA execution, loan approvals, and post-sale support.

You will maintain accurate records, support customer inquiries, and adhere to HDA and company SOPs while delivering a seamless customer experience through the sales process.

Qualifications

• Proven ability to prepare, verify, and process booking forms, offers, and SPA docs in line with SOPs.
• Track SPA signing progress and coordinate with solicitors and purchasers to meet deadlines.
• Support end-financing processes, documentation submission, and billing follow-ups.
• Awareness of Housing Development Act (HDA) and related compliance requirements.
• Maintain accurate records in CRM or sales tracking systems and generate simple reports.

Responsibilities

• Complete, sign, and process SPA documents within deadlines.
• Verify documentation for accuracy and regulatory compliance.
• Update transaction information in systems and maintain records.
• Assist in administering property sales transactions per SOPs.
• Liaise with banks, legal firms, and government agencies to facilitate milestones.
• Resolve purchaser inquiries and support post-sale activities.
• Ensure compliance and support audit/documentation requirements.
• Prepare sales reports and monitor progress and timelines.

Skills

Sales Documentation

SPA Monitoring

Documentation Verification

CRM Systems

Microsoft Office

Education

Diploma or Bachelor’s Degree in Business Administration, Real Estate, Finance, Law, or related field

Tools

CRM systems

Document management systems

Reporting tools

Job description

It's fun to work in a company where people truly BELIEVE in what they're doing!

Role Summary: Execute and coordinate day-to-day sales administration activities to ensure property sales transactions are processed accurately, timely, and in compliance with established requirements. Liaise with internal and external stakeholders, resolve routine transaction-related issues, maintain accurate records, and support a seamless administrative and customer experience throughout the sales process.

Key Outcomes

• Ensure accurate and timely processing of sales administration transactions and documentation in accordance with established timelines and compliance requirements.
• Support timely SPA execution, loan approvals, disbursements, and related transaction milestones.
• Deliver responsive customer service by resolving purchaser inquiries and supporting after-sales activities.
• Maintain accurate records, reporting, and system updates to support operational effectiveness.
• Build effective working relationships with internal and external stakeholders to facilitate smooth transaction processing.

Key Responsibilities

• Sales Administration & Documentation Processing
  • Ensure SPA documents are completed, signed, and processed within established deadlines.
  • Verify documentation accuracy, completeness, and compliance with regulatory and company requirements.
  • Update systems with relevant transaction information and maintain accurate records.
  • Support the administration of property sales transactions in accordance with established procedures.
• Stakeholder Coordination & Transaction Support
  • Liaise with banks, legal firms, and government agencies to facilitate loan approvals, title transfers, and related transaction activities.
  • Coordinate with internal departments and external stakeholders to ensure timely completion of transaction milestones.
  • Follow up on outstanding documentation and transaction requirements to support smooth processing.
• Customer Service & Issue Resolution
  • Assist in resolving purchaser inquiries related to loan disbursements, documentation, and transaction status within the stipulated timeline.
  • Provide continuous engagement with customers for signing agreements and after-sales support.
  • Address routine transaction-related issues and elevate complex matters when required.
  • Support the delivery of a positive customer experience throughout the sales process.
• Compliance & Quality Assurance
  • Verify documentation against compliance requirements and established procedures.
  • Ensure adherence to HDA requirements, company policies, and relevant regulatory standards.
  • Maintain accuracy and consistency in transaction processing and record management.
  • Support audit and compliance requirements through proper documentation and record keeping.
• Reporting & Process Support
  • Prepare sales reports and track transaction progress, SPA status, and related operational information.
  • Monitor transaction timelines and highlight potential delays or issues for follow-up.
  • Utilize CRM systems, digital tools, and reporting platforms to support productivity and operational efficiency.
  • Identify and communicate opportunities to improve administrative processes and service delivery.

Core Competencies & Technical Expertise

• Technical Competencies
  • Sales Documentation Support – Assist in preparing, verifying, and processing booking forms, letters of offer, and SPA documentation according to company SOPs.
  • SPA Conversion Monitoring – Track and follow up on SPA signing progress and coordinate with Sales Admin team, solicitors, and purchasers to meet deadlines.
  • Loan Disbursement & Billing Coordination – Support the team in managing end-financing processes, submitting documents to bankers, and assisting in collection follow-ups.
  • Regulatory & Compliance Awareness – Basic understanding of the Housing Development Act (HDA) and the importance of compliance in property sales processes.
  • Reporting & System Updating – Maintain accurate records in CRM or sales tracking systems and assist in generating simple reports on bookings, SPA status, and billings.
• Mindset & Behaviours
  • Strong attention to detail and accuracy in handling documentation and data entry.
  • Good communication and interpersonal skills to liaise with internal teams, purchasers, bankers, and legal firms.
  • Able to manage time effectively, handle multiple administrative tasks, and meet tight deadlines.
  • Willingness to learn and adapt to company processes, policies, and regulatory requirements.
  • Commitment to accuracy, timeliness, and compliance in supporting sales administration activities.
  • Collaborative approach in working with internal and external stakeholders to ensure smooth transaction processing.
• Tools & Methodologies
  • Proficient in Microsoft Office (Word, Excel).
  • Familiar with CRM or document management systems.
  • Reporting & System Updating – Maintain accurate records in CRM or sales tracking systems and assist in generating simple reports on bookings, SPA status, and billings.
  • SPA Conversion Monitoring – Track and follow up on SPA signing progress and coordinate with relevant stakeholders to meet deadlines.
  • Loan Disbursement & Billing Coordination – Support end-financing processes, document submission, and collection follow-ups.
  • Documentation verification and processing practices in accordance with company SOPs and compliance requirements.

Qualifications and Experience

• Educational Background
  • Diploma or Bachelor’s Degree in Business Administration, Real Estate, Finance, Law, or a related field.
  • Additional training or certification in property sales administration or real estate operations is an added advantage.
• Experience Requirements
  • Minimum 1–3 years of relevant working experience, preferably in property development or legal conveyancing.
  • Fresh graduates with relevant internship or training experience in property administration may be considered.

About EcoWorld

At EcoWorld, we are more than just a property developer; we are creators of thriving, sustainable communities. With over a decade of experience, our commitment to excellence drives us to build exceptional spaces and contribute to a better, greener future. Experience a vibrant and forward-thinking workplace where efficiency and creativity are celebrated. EcoWorld fosters professional growth and offers a challenging yet rewarding environment where you can make a difference. We embrace technology and digital innovation to remain at the forefront of Malaysia’s real estate industry. So, if you’re passionate about sustainability and progress, EcoWorld is the perfect place for you.