Lagenda Properties Berhad Hiring! Full Time Officer, Admin (Sales Coordination-Sales Support) in Selangor - Ricebowl

The Officer, Admin (Sales Coordination/Sales Support) plays an important role in supporting the day-to-day sales operations by ensuring smooth coordination between Sales Agencies, internal departments, purchasers, and other relevant stakeholders. The role is responsible for managing the end-to-end coordination of booking and sales documentation processes, ensuring compliance with sales procedures, maintaining accurate system records, monitoring sales inventory, and preparing timely reports for management review.

The ideal candidate is detail-oriented, organized, and systematic, with strong coordination skills and the ability to manage multiple priorities. The candidate should be able to work independently while maintaining effective communication and collaboration with various stakeholders to ensure smooth sales execution, operational efficiency, and positive customer experience.

Job Responsibilities

1) Sales Documentation & Transaction Coordination

• Coordinate and follow up with relevant stakeholders, including Sales Agencies, Credit Control Department, Accounts Department, Mortgage Team, Sales Admin Department, and purchasers, on all matters related to booking and sales documentation.
• Review, verify, and ensure all booking forms, sales documents, and supporting documents are complete, accurate, and submitted according to the required timeline.
• Ensure sales agents comply with established sales documentation procedures, guidelines, and Standard Operating Procedures (SOPs).
• Verify purchaser details and ensure all required information is accurately captured and updated in the sales system before proceeding with the next process.
• Monitor outstanding documentation and follow up with relevant parties to ensure timely completion and minimize processing delays.
• Support the processing of booking fee transfers, cancellation requests, and refund applications in accordance with company procedures.
• Maintain proper records of all sales transactions, documentation status, and related correspondence for audit and reference purposes.

2) Sales System Administration & User Support

• Provide guidance and support to Sales Agencies on the proper usage of the booking and sales management system.
• Conduct system briefing and training sessions for new and existing sales agents to ensure proper understanding and compliance with system processes.
• Monitor system data entry accuracy and ensure sales information is updated correctly and consistently.
• Work closely with the IT Department to report, troubleshoot, and resolve system-related issues or technical challenges affecting sales operations.
• Provide feedback and recommendations to improve system functionality and enhance user experience.
• Assist in system testing and implementation of new system enhancements or updates when required.

3) Sales Inventory & Booking Monitoring

• Monitor and maintain accurate sales inventory information based on the latest system records and sales updates.
• Track available units, booked units, cancelled units, and released units to ensure accurate inventory visibility.
• Coordinate with relevant departments to ensure timely updates of unit status and availability.
• Monitor the aging of bookings and identify outstanding cases requiring further action.
• Coordinate with the Sales Admin Department to follow up with purchasers on outstanding requirements, including reminders and termination notices where applicable.
• Provide updates on booking status and inventory movement to support sales planning and decision-making.

4) Sales Reporting & Data Management

• Generate weekly and periodic sales reports from the system for review and analysis by the Head of Sales.
• Prepare accurate sales performance reports, booking status reports, inventory reports, and other management reports as required.
• Ensure all sales-related data is properly maintained, updated, and readily available for reporting purposes.
• Perform data analysis using Microsoft Excel, including formulas, PivotTables, charts, and other reporting tools to identify trends and provide useful insights.
• Support management in monitoring sales performance, transaction progress, and operational efficiency.

5) Stakeholder Coordination & Customer Support

• Act as the coordination point between Sales Agencies, internal departments, and purchasers to ensure smooth communication and timely resolution of issues.
• Provide timely updates and clarification on sales process requirements to relevant stakeholders.
• Support Sales Teams in resolving administrative or operational challenges affecting sales transactions.
• Maintain professional communication and positive working relationships with internal and external stakeholders.
• Assist in handling purchaser-related enquiries relating to documentation, booking status, and sales process requirements.

6) Process Improvement & General Support

• Identify gaps or inefficiencies within existing sales administration processes and propose improvements to enhance operational effectiveness.
• Support implementation of process improvements, system enhancements, and sales initiatives.
• Ensure compliance with company policies, procedures, and governance requirements.
• Maintain confidentiality of sales information, purchaser details, and company records.
• Perform any other duties, projects, or assignments assigned by the Head of Sales or Management from time to time.

Job Requirements

• Candidate must possess at least a Diploma/Degree in Estate Management, Business Administration, Property Management, or any relevant discipline from a recognized higher learning institution.
• Minimum 1 year of working experience in sales coordination, sales administration, property development, real estate, or a related field.
• Experience in property sales operations, sales documentation, or customer administration will be an added advantage.
• Proficient in Microsoft Excel with strong knowledge of formulas, PivotTables, charts, and data analysis.
• Experience or knowledge in CRM systems, property sales systems, accounting software, data management systems, or related applications is preferred.
• Knowledge of LPPSA loan application process flow will be an added advantage.
• Strong attention to detail with excellent organizational and coordination skills.
• Able to manage multiple tasks, prioritize workload, and meet deadlines in a fast-paced environment.
• Good communication and interpersonal skills with the ability to work effectively with internal teams, sales agencies, and customers.
• Self-motivated, proactive, and able to work independently with minimum supervision.
• Possess a positive attitude and strong commitment towards delivering quality service and operational excellence.