Sales and Leasing Coordinator / Assistant to VP
SPF Realty
Total years of experience :10 years, 11 Months
• The main responsibilities with regards to the Deal Processing Administration are:
1. Coordinating and actively following up and facilitating the collection of the necessary
paperwork from agents with regards to the deal processing as per the Sales and
Operations Manual (SOPM) and making sure the information received is complete and
signed off by the Managers. (facilitation/no mistakes)
2. Accurately and timely registering, uploading and updating the collected information on
the CRM System (upon request / within 48 hrs).
3. Accurate and timely uploading of SPA related information block on the CRM system.
4. Accurately and timely filing the deals out of the CRM system to provide easy access to
deals to Managers. (within 48 hrs).
5. Provide weekly reports on the deal transactions as requested by the Managers.
6. Providing weekly reports on sales for each branch, maintain and verify them with Branch Managers.
• Preparing Sales Purchase Agreements for Managers & support them in their deals if
required.
• Preparing Lease Agreements & Addendums for Agents and hand over to agents for
completion upon request.
• Accurately devise, maintain and optimize the sales and leasing filing system as per the
requirements of the respective Managers.
• Uploading the Sales & Leasing Branch Targets on the internal projectors.
• Facilitate the initiation of contracts related to sales as approved by management (ie.
developers, agencies, banks etc.)
• Actively cooperate with all internal and external clients to achieve SPF’s business goals.
• Responsible for ensuring that agents are registered with different developers online. (ex:
EMAAR)
• Responsible for newspaper and Magazine advertisements, preparing all the properties to
be advertised.
• Orienting new agents with the way of processing listing form, DPS, Tenancy Contract, CRM
background.
Project Job Description:
• Maintaining and updating accurately and promptly the master file documentation for the
projects handled.
• Updating and circulating property availability list; prompt circulation to the concerned
parties (Directors, Sales Managers, Consultants, CST team and external parties as and when
needed).
• Preparing Agency Agreements.
• Providing all the documents needed (CIS, Payment Plans, Reservation Forms).
• Maintaining and updating accurately and promptly the Masterfile documentation for the
projects handled.
• Updating and circulating property availability list; prompt circulation to the concerned
parties (Directors, Sales Managers, Consultants, CST team and external parties as and when
needed).
• Being the point of Contact for internal and external parties and answering some general
queries and requests for specific projects.
• Supporting SPA signing if requested by Management for important clients.
• Maintain and update files related to invoicing for the exclusive project and forward such
files for processing to the Accounting Department. (accurately, timely).
• Provide project specific reports as and when required by Management accurately and
timely (i.e. confirmed number of sales, reports on cheque statuses, information/reports
for investors).
As a PA to the Sales & Leasing Managers my main responsibilities can be summarized but are not
limited to the below:
• Supporting Managers and take on more responsibilities as required with regards to
Sales/Leasing administration to enhance the Sales and Leasing administration and
operations
• Maintaining the meeting schedule of the managers including but not limited to speaking
to the clients and arranging appointments, preparing drafts, emails etc. for the managers.
• Maintaining files and records for the managers.
• Assisting sales meetings, KPI meetings etc.; Taking the minutes of meeting and properly
file them.
• Updating and supporting the Managers Propspace account.
• Acting as a replacement of the Executive PAs, if/when required.
• Supporting exclusive-project administrative work as and when required.
Assists Agents using CRM.
• Processed commissions, completed vouchers, and calculated commission splits.
• Prepared forms and other documents related to sales, renewals, leases and exclusive
agencies.
• Entered and maintained property listings.
• Managed contact database.
• Maintained prospect and call logs.
• Promoted sale of properties through advertisements.
• Maintained broker profiles for social media and networking sites.
• Advised clients on market conditions.
• Coordinated and scheduled meetings, made reservations, confirmed appointments and
provided directions when required.
• Prepared and delivered sales presentations to potential buyers.
• Advised clients on the suitability and value of the residences.
Answers telephone calls and assess urgency of call. Provide assistance or directs caller to
appropriate person.
• Establishes and maintains filing system.
• Process inquiries received from approved and new clients by asking quotation from the
head office, making calculation, sending quotation to the clients, and follow up the
provided quotation.
• Process confirmed orders.
Responsible for providing secretarial, clerical and administrative support in order to ensure
that services are provided in an effective and efficient manner.
• Receive, direct and relay telephone messages and fax messages.
• Maintain the general filing system and file all correspondence.
• Maintain an adequate inventory of office supplies.
• Provide word-processing and secretarial support.
• Type confidential documents on a word processing system.