Executive, Admin and Operational Support

City Developments Limited; Singapore; On-site; SGD 50,000 - 80,000; Full time

Job summary

City Developments Limited (CDL) in Singapore seeks a capable secretary and admin professional to provide comprehensive support to the Sales & Marketing Department. You will assist the Head of Department, manage calendars, prepare materials, and handle billing and records to ensure smooth operations.

The role covers budgeting, project launches, sales administration for residential developments, onboarding of new team members, and coordination with stakeholders.

Qualifications

• Diploma or equivalent qualification required.
• Minimum 3 years of secretarial and administrative experience.
• Experience in property sales administration is an advantage.
• Proficient with Excel, PowerPoint and Word.

Responsibilities

• Provide secretarial support to the Head of Sales & Marketing and admin support to the department.
• Manage calendar and coordinate departmental meetings with materials and follow-ups.
• Support budgeting, expense tracking, PO processing, and document control.
• Maintain operation manuals, approval matrices, BCP, training and leave records.
• Coordinate onboarding and KPI submissions for the team.
• Support project launches, marketing activities, and sales events, including weekend duties.
• Provide sales administration for residential projects, including letters, NDAs, and commissions.
• Maintain accuracy of price lists, sales records, and related databases.
• Submit transactions and reports to authorities in a timely manner.
• Liaise with solicitors and purchasers on TOP notices and related matters.
• Assist in due diligence, CDD, AML monitoring, and compliance tasks where required.
• Perform other administrative, operational and ad hoc duties as assigned.

Skills

Secretarial work

Administrative support

Calendar management

Customer service

Budget tracking

Education

Diploma or equivalent

GCE A-Level or equivalent

Tools

Microsoft Office

Job description

Job Summary:

To provide comprehensive secretarial, administrative, sales administration, and operational support to the Sales & Marketing Department. The role supports the Head of Department, departmental operations, budgeting, project launches, sales administration, stakeholder coordination, and compliance activities, ensuring operational efficiency, regulatory compliance, and excellent customer service.

Job Responsibilities:

• Provide secretarial support to the Head of Sales & Marketing and administrative support to the Sales & Marketing Department.


• Manage the Head of Department's calendar and coordinate departmental meetings, including preparation of meeting materials and follow-up actions.


• Support departmental operations, including budget and expense tracking, office inventory management, Purchase Order (PO) processing, invoice administration, and maintenance of departmental records and documentation.


• Maintain departmental operational manuals, approval matrices, Business Continuity Plan (BCP), training records, leave records, and other administrative documentation.


• Coordinate onboarding of new team members and track departmental performance appraisal and KPI submissions.


• Provide administrative and logistical support for project launches, marketing activities, and sales events, including weekend duties where required.


• Provide sales administration support for residential development projects, including preparation of appointment letters, non-disclosure agreements, commission processing, and other sales-related documentation.


• Maintain and ensure the accuracy of project price lists, sales records, reports, and related databases.


• Submit sales transaction data and reports to relevant authorities and regulatory bodies in a timely and accurate manner.


• Liaise with appointed solicitors on sales administration matters, payment notices, purchaser documentation, and related correspondence.


• Liaise with purchasers on Temporary Occupation Permit (TOP) notices and other customer service-related matters.


• Assist in due diligence screening, Customer Due Diligence (CDD), Anti-Money Laundering (AML) monitoring, and related compliance matters where required.


• Perform other administrative, operational, and ad hoc duties as assigned.

Job Requirements:

• Diploma, GCE ‘A’ Level, or equivalent qualification.


• At least 3 years of secretarial and administrative experience, preferably within the real estate development industry.


• Experience in property sales administration and customer service support will be an advantage.


• Proficient in Microsoft Office applications, particularly Excel, PowerPoint, and Word.


• Strong organisational, coordination, multitasking, and time management skills.


• Meticulous, resourceful, and able to work independently in a fast-paced environment.


• Strong interpersonal and communication skills, with the ability to interact effectively with internal and external stakeholders.


• Positive attitude with a strong customer service orientation and ability to meet tight deadlines.


• Willing to work weekends and outside office hours when required for project launches and departmental events.

City Developments Limited (CDL) is committed to fostering an inclusive culture that respects the diversity of its employees and stakeholders. As a signatory of the Employers Pledge for Fair Employment with TAFEP since 2008, CDL’s recruitment process adheres to strict guidelines on non-discrimination and fairness, regardless of gender, ethnicity, religion, or age.