Sales Administration Management- Lead and manage the sales administration team to ensure timely and accurate execution of all sales-related tasks.
- Handle day to day sales administration and credit control function.
- Supervise and implement the preparation, execution, and documentation (including data input into P365 and relevant systems) of Sale and Purchase Agreements (SPAs) in compliance with company policies and relevant regulations.
- Generate issuance of variation orders billings and progress billings to Architect Certificate in a timely manner
- Oversee and manage credit control processes, including the collection of deposits, issuance of invoices, progressive billing, reminders, and termination notices.
- Coordinate and monitor the file conversion process for new sales to ensure a smooth transition to the credit administration team.
- Liaise with internal teams, external agents, purchasers, financiers, and solicitors to ensure the timely execution of loan documentation, SPAs, invoices, receipts, billings, and collections.
- To ensure all correspondence from purchasers and solicitors are being attended promptly and all payments due are fully collected.
- Provide assistance in all other sales enquiries, sales administrative functions and sales launches as when required.
- Handle progressive billing, miscellaneous billing, and other billings in an accurate and prompt manner.
Compliance and Legal Liaison- Ensure all administrative processes comply with the Housing Development Act (HDA) and other relevant laws.
- Collaborate with solicitors to ensure SPA terms adhere to legal requirements and industry best practices.
- Manage documentation related to sub-sales, refinancing, auctions, and title perfection.
- Address legal and compliance issues related to property sales, including disputes and regulatory enforcement.
- Liaise with SPA solicitors on verifying accuracy of purchasers’ required information, arrange for signing of SPA and Tenancy Agreement and settlement of down payment / deposits.
- Maintain the confidentiality of the purchasers’ and company’s information/data.
- Oversee the management of properties under strata schemes, ensuring compliance with Strata Management Act and relevant regulations.
- Coordinate the transition of properties from development to completed status, ensuring all administrative processes are handled efficiently and according to legal requirements.
- Lead the process of delivering Vacant Possession (VP) to buyers in compliance with the relevant timelines and legal requirements.
- Coordinate with the project management team, finance team, and sales teams to ensure smooth handover of properties to purchasers.
- Handle customer inquiries and concerns related to the VP process, addressing issues such as defects, outstanding payments, and post-possession support.
- Develop and implement effective customer service protocols to manage VP-related queries and ensure high customer satisfaction.
- Ensure that all administrative processes and property transactions are in compliance with legal and regulatory requirements, including the Housing Development Act, Strata Management Act, and other local regulations.
- Implement risk management protocols to address and mitigate any potential issues related to property administration, including financial, legal, or operational risks.
- Prepare and maintain comprehensive records and reports for audit purposes and regulatory compliance.
Customer Service and Communication- Serve as the main point of contact for purchasers, addressing inquiries related to loan documentation, billing, and other administrative matters.
- Work closely with the project team to ensure smooth handover of Vacant Possession (VP) and address any customer service issues during the VP process.
- Develop and maintain positive relationships with internal and external stakeholders, including agents, financiers, and purchasers.
- Reply to incoming correspondence from purchaser, solicitors, end financier with regards to documentation of loan, billings, collection, sub-sales, auction, perfection of title, etc.
- To responds promptly to all channel of communications, including incoming & outgoing calls, emails, letter correspondences and communication in within the organization
Reporting and Analysis- Prepare weekly, monthly, and ad hoc reports on sales status, collections, aging receivables, and loan tracking for management review.
- Analyze and reconcile monthly deposit or down payment collections to ensure accuracy.
- Monitor and report on the performance of sales administration processes to identify areas for improvement.
- Prepare and maintain proper records and files of all purchasers including records in the developer's system.
Team Leadership and Training- Motivate and guide the sales admin team to achieve departmental and organizational goals.
- Provide training and mentorship to team members on sales administration processes, compliance standards, and customer service.
- Monitor team performance, resolve issues, and foster a culture of collaboration and excellence.
