The Sales and Documentation Specialist is a critical support role responsible for driving sales productivity by managing the entire documentation lifecycle of sales transactions, from proposal to closing. This position ensures all sales processes, contracts, and client records are accurate, compliant, and maintained to the highest standards, while also assisting the sales team in achieving their targets.

Responsibilities:

A. Documentation and Compliance Management

• Manage the end-to-end processing of all sales-related documentation, including Letters of Intent, Proposals, Agreements to Lease, Contracts of Sale, and Deeds.
• Ensure that all contracts and supporting documents are accurate, complete, and fully compliant with company policies and legal regulations.
• Coordinate with the Legal and Finance departments to facilitate document review, execution, and archiving.
• Maintain a systematic and confidential filing system (both physical and digital) for all executed and in-progress sales documents.
• Track document status and follow up with clients and internal stakeholders to ensure timely execution and submission.

B. Sales Support and Administration

• Assist the sales team in preparing and formatting professional sales presentations, proposals, and marketing materials.
• Manage and maintain the customer relationship management (CRM) system, ensuring all sales activities, client data, and pipeline updates are accurately recorded.
• Process and monitor client payments, working closely with the accounting department to reconcile sales and collection records.
• Handle administrative duties such as scheduling meetings, processing expense reports, and organizing internal sales reports.

C. Reporting and Analysis

• Prepare regular sales reports and documentation status reports for management review.
• Conduct basic sales pipeline analysis to help the sales team identify potential bottlenecks and prioritize follow-up activities.
• Assist in forecasting sales revenue and documenting budget adherence for the sales department.

D. Other Duties

• Perform all other related duties that may be assigned from time to time.

Qualifications:

Education:

• Graduate of Business Administration major in Business Management or Real Estate Management.

Experience:

• At least 1-2 years of experience in a sales support, real estate administration, or documentation-focused role.

Skills:

Technical Skills:

• Proficiency in MS Office Suite (Word for documentation/contracts, Excel for reporting/data analysis).
• Familiarity with CRM software (e.g., Salesforce, HubSpot) or other Sales Management Systems.
• Excellent data entry and accuracy skills.

Soft Skills:

• Attention to Detail: Meticulous approach to documentation, ensuring zero errors in contracts and reports.
• Organizational & Time Management: Proven ability to manage multiple complex documents, prioritize tasks, and meet deadlines.
• Communication Skills: Excellent verbal and written skills for professional client interaction and internal coordination.
• Sales Acumen & Negotiation: Aptitude for supporting the sales process and assisting with contract negotiations to secure timely closures.
• Integrity and Confidentiality: High degree of discretion when handling sensitive client and financial data.

Preferred Qualifications (Optional):

• Strong understanding of sales processes, contract principles, and excellent clerical/administrative skills.
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