Sales Administrator
Palma Holding
Total years of experience :20 years, 6 Months
• Responsible for providing administrative support in managing and tracking all Sales transactions for the sales team for smooth running of the day to day process of the sales operations.
• Process Online Land Department Contract Forms such as Form F, Sellers Form A, Buyers Form B, Agent to Agent Agreement on behalf of the sales team.
• Process sales files and ensure that all related documentations are completed for Sales Director signature.
• Preparing Sales Reports presentation (Quarterly, Monthly and Weekly) for the Management.
• Maintains updated database list for the sales team and ensure that all details are entered correctly.
• Liaise with Customer Service and Contract Department with regards to property resales NOC and Land Department permit request for advertising.
• Ensure that availability in Masterkey are correctly entered (Price, Images, Lease Expiry, Rent Amount, remarks with properly organized viewing keys for Sales Agents.
• Ensure that the Agents Listings for both Palma & Non-Palma listings are listed on the same day.
• Responsible for processing the transfer files in Masterkey.
• Daily refreshing of online local portals (Property Finder & Dubizzle).
• Responsible for entering the details of listing for any new international portals and ensure that all details entered are accurate.
• Provides support during launches and events of the projects.
Early Termination.
• Preparing Weekly and Monthly Sales Report to be submitted to our Director.
• Receiving cheque payments for the new clients and preparing receipts using our CRM System.
• Updating our bounced cheques accordingly and issuing bounced cheque letters to our tenants.
• Preparing all the documents for endorsement which first approved by our Senior Property Manager and Manager in Leasing and to be endorse to our accounts department for ENBDP approval.
• Preparing all the Renewal Letters, End of Contract Letters, Early Termination Letters and Short Term Contract as requested by the tenants.
• Receiving documents and distribute as per the guidelines to the Senior Project Manager and ensure that the entire requests are action by the appropriate members of the project.
• Maintaining appointments diary, organize meetings, providing documents in our Hong Kong Head Quarters and follow-up on implementing the necessary actions.
• Prepare / Process all the necessary documents, reports, travel arrangements for the Management Business trip and keep them updated of the other activities during their overseas trip.
• Maintaining, upkeep and updating filing system to ensure easy information retrieval for Senior Project Manager and also other members of Supervision Team.
• Updating and preparing all incoming and outgoing files from Consultant and Sub-Consultant (Transmittals, Letters, Emails and Drawings).
• Received, log, arranged coding of each documents and scan all the incoming documents from the Client, Consultants, Contractor and segregate the documents according to the project file list and distribute to the members of the team.
• Processed correspondence to the Clients / higher management as advised by the Director and Senior Project Manager with less supervision.
• Maintaining diary of appointments, organize meetings, providing documents for the Director and Sr. Project Manager before the meeting start.
• Preparing monthly report, transmittals using our InTouch Project Collaboration System (PCS).
• Assisting the Commercial Department in their reports (typing of contract documents, reports, variation, etc.).
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• Handles several projects of our Client JAFZA for 3 years with less supervision.
• Preparing of master data & reports, schedules of project, project reports, minutes of meeting, maintaining logs for correspondence (In & Out), drawing log, materials log, method statements, preparation of labour histogram, variation logs.
• Preparation and submission of Request for Inspection (RFI’s), drawings, correspondence log, transmittals and Land Department approval.
• Managing projects documentation including engineering/ technical reports, project registers, confidential documents, sort and distribute documents as per distribution matrix, maintaining hard and soft copies, preparing and updating weekly and monthly timesheets.
• Maintaining a support service to ensure the smooth running of all requests via the field staff including letters, agendas, minutes of meetings and maintaining all project file list according to the office filling system.
• Assisting the Commercial Department in their reports (typing of contract documents, reports, variation, etc.).
