Sales Admin-Assistant Manager

MKN Services; Sepang; On-site; MYR 20,000 - 100,000; Full time

Job summary

A property development company in Sepang is seeking to hire a Sales Admin Assistant Manager to oversee the sales administration function. The role involves ensuring compliance with regulations, coordinating with various departments, and supporting the sales admin team to deliver efficient administrative support for property sales transactions. The ideal candidate will have 4–6 years of experience in sales administration and strong leadership, communication, and problem-solving skills.

Qualifications

• Minimum 4–6 years of sales administration experience in property development.
• Ability to manage tight deadlines and maintain high accuracy.
• Strong understanding of sales workflow and loan documentation.

Responsibilities

• Oversee the preparation and processing of booking forms and SPA documents.
• Coordinate with banks and purchasers on loan applications.
• Work closely with Sales, Marketing, Legal, and Finance teams.

Skills

Strong understanding of HDA guidelines

Leadership skills

Communication skills

Problem-solving skills

Multitasking ability

Education

Diploma/Degree in Business Administration

Property Management

Marketing

Tools

MS Office

CRM or property sales systems

Job description

Overview

The Sales Admin Assistant Manager supports and oversees the full sales administration function, ensuring smooth coordination from booking to SPA signing, loan processing, and documentation management. The role ensures compliance with HDA requirements, internal SOPs, and regulatory standards while providing guidance to the sales admin team. This position works closely with the Sales, Legal, Finance, and Project teams to deliver accurate, efficient, and timely administrative support for all property sales transactions.

Key Responsibilities

1. Oversee the preparation, checking, and processing of booking forms, SPA documents, loan documents, and related sales files.
2. Ensure all documentation complies with HDA regulations and company SOPs.
3. Monitor SPA issuance, signing timelines, stamping, and return of stamped copies.
4. Maintain accurate purchaser records and update all sales data in the internal system/CRM.

Loan & Approval Coordination

• Coordinate with banks, solicitors, and purchasers on loan applications, approvals, and required documentation.
• Track progress of loan releases and ensure timely disbursement aligned with the billing schedule.
• Assist purchasers with banking queries and liaise with panel banks on discrepancies or delays.

Booking & Sales Process Management

1. Ensure all bookings are properly screened, verified, and supported with required documents.
2. Review booking reports and highlight discrepancies or irregularities.
3. Ensure booking fees, payments, and cancellations follow SOP and company policy.
4. Manage unit availability, stock control, and price list updates.
5. Supervise the Sales Admin team and provide guidance, training, and daily support.
6. Review and approve work prepared by executives or coordinators.
7. Monitor team performance and ensure tasks are completed accurately and on time.
8. Support process improvement initiatives and enforce SOP compliance.

Cross-Department Coordination

• Work closely with Sales, Marketing, Legal, Finance, and Project teams to ensure smooth workflow and information accuracy.
• Resolve issues related to purchaser documents, pricing, loan matters, and SPA status.
• Coordinate with appointed solicitors on sales documentation, stamping, and legal queries.

Customer & Agent Support

• Assist purchasers with enquiries related to documentation, loan status, SPA signing, and payment schedules.
• Support appointed agencies with accurate sales information and timely documentation.
• Ensure professional communication when dealing with purchasers and stakeholders.

Reporting & Compliance

• Prepare sales reports, booking status updates, SPA tracking, loan approval reports, and ageing summaries.
• Ensure compliance with internal audit requirements, HDA regulations, and company SOPs.
• Highlight discrepancies, risks, or issues to the Sales Admin Manager or Head of Department.

Requirements

• Diploma/Degree in Business Administration, Property Management, Marketing, or equivalent.
• Minimum 4–6 years of sales administration experience in the property development industry.
• Strong understanding of HDA guidelines, SPA processes, loan documentation, and sales workflow.
• Good leadership, communication, and problem-solving skills.
• Ability to manage tight deadlines, multitask, and maintain high accuracy.
• Proficient in MS Office and familiar with CRM or property sales systems.