Sales Admin Manager

Inta Bina Group Berhad; Subang Jaya; On-site; MYR 60,000 - 80,000; Full time

Job summary

A real estate company in Selangor seeks a Sales Administrator to manage sales documentation, ensure compliance with regulations, and lead the Sales Admin team. The ideal candidate will have 5–7 years of experience in property sales administration and at least 2 years in a managerial role. Strong communication, analytical skills, and proficiency in CRM systems are essential for this position, which offers an opportunity to work in a dynamic environment.

Qualifications

• Minimum 5–7 years of experience in property sales administration.
• At least 2 years in a supervisory/managerial role.
• Ability to lead a team and manage multiple deadlines.

Responsibilities

• Manage end-to-end sales documentation and ensure compliance with regulatory requirements.
• Act as the main point of contact for purchasers on administrative matters.
• Prepare monthly sales performance reports and track KPIs.
• Lead and mentor the Sales Admin team to ensure strong customer service.

Skills

Strong understanding of Malaysian property laws

Excellent communication skills

Detail-oriented with strong analytical skills

Proficiency in CRM systems

Customer-oriented mindset

Education

Diploma/Degree in Business Administration, Real Estate, Marketing, or related field

Tools

Microsoft Excel

Digital documentation tools

Job description

Manage end-to-end sales documentation (booking forms, SPA, loan documents, progressive billing).

Ensure buyer information and contract details are accurate in the CRM system.

Track SPA signing, loan approvals, stamping timelines, and related processes.

Ensure full compliance with HDA requirements and government regulations.

Appoint and coordinate real estate agencies and panel solicitors.

Monitor and allocate units to appointed agencies.

Act as the main point of contact for purchasers on administrative matters.

Work closely with sales agents, solicitors, and internal teams to resolve issues promptly.

Liaise with banks to monitor loan margins, approvals, disbursements, and documentation flow.

Prepare vacant possession (VP) letters and assist in Instrument of Transfer (IOT) matters.

Job Responsibilities

1. Sales Administration & Documentation

• Manage end-to-end sales documentation (booking forms, SPA, loan documents, progressive billing).

  Ensure buyer information and contract details are accurate in the CRM system.

• Track SPA signing, loan approvals, stamping timelines, and related processes.

• Ensure full compliance with HDA requirements and government regulations.

• Appoint and coordinate real estate agencies and panel solicitors.

• Monitor and allocate units to appointed agencies.

2. Customer & Stakeholder Coordination

• Act as the main point of contact for purchasers on administrative matters.

• Work closely with sales agents, solicitors, and internal teams to resolve issues promptly.

• Liaise with banks to monitor loan margins, approvals, disbursements, and documentation flow.

• Prepare vacant possession (VP) letters and assist in Instrument of Transfer (IOT) matters.

3. Reporting & Data Management

• Prepare monthly sales performance reports, collection updates, and sales pipeline forecasts.

• Monitor KPI including SPA conversion rates, loan approval rates, and collection timelines.

• Track unit changes, variations, and cancellations with proper documentation and approvals.

4. Compliance & Governance

• Ensure sales processes adhere to government regulations (HDA, KPKT, LPPEH) and company policies.

• Protect the confidentiality and integrity of purchaser data and legal documents.

• Maintain proper records for internal and external audit requirements.

5. Leadership & Process Improvement

• Lead and mentor the Sales Admin team to ensure accuracy, productivity, and strong customer service.

• Review and enhance sales administration SOPs to streamline workflows.

• Train new staff on SOPs, systems, and compliance expectations.

6. Systems & Technology Oversight

• Manage updates and maintenance of CRM and sales booking systems.

• Ensure smooth integration of data between sales, finance, and project systems.

Job Requirements

• Diploma/Degree in Business Administration, Real Estate, Marketing, or related field.

• Minimum 5–7 years of experience in property sales administration; at least 2 years in a supervisory/managerial role.

• Strong understanding of Malaysian property laws, HDA, and loan processes.

• Excellent communication and coordination skills.

• Detail-oriented with strong analytical and documentation accuracy.

• Proficient in CRM systems, Microsoft Excel, and digital documentation tools.

• Ability to lead a team and manage multiple deadlines.

• Customer-oriented mindset with problem-solving skills.