Documentations Associate

The Documentations Associate ensures the accurate preparation, processing, and safekeeping of sales documents and buyer records. This role supports the end-to-end property sales process by coordinating with the Sales Team, buyers, brokers, Legal, Finance, and other relevant departments to ensure complete documentation, timely transaction processing, and compliance with company policies and real estate requirements.

Key Responsibilities

1. Sales Documentation & Transaction Processing

• Receive, review, and process property reservation forms, buyer information sheets, offer documents, and other sales-related requirements.
• Verify the completeness and accuracy of buyer details, property information, selling prices, payment terms, and other transaction details.
• Encode and update property sales transactions in the company’s internal systems and databases.
• Monitor the status of sales transactions and follow up on outstanding requirements to ensure timely processing.

2. Contract Preparation & Buyer Coordination

• Prepare and facilitate the processing of Contracts to Sell, reservation agreements, and other property sales documents based on approved templates and company guidelines.
• Coordinate with buyers, brokers, and sales agents regarding document submissions, contract signing, and completion of requirements.
• Liaise with Legal and other concerned departments for contract reviews, document corrections, and resolution of documentation concerns.
• Assist in the preparation and processing of documents required for property turnover, title transfer, and other post-sale requirements, as applicable.

3. Cross-Functional Coordination

• Coordinate with Sales, Legal, Finance, Credit and Collection, and Property Handover teams to facilitate the smooth processing of property transactions.
• Ensure that all required documents are complete and properly endorsed before proceeding to the next stage of the sales process.
• Monitor pending documentation and coordinate with concerned stakeholders to address discrepancies and prevent transaction delays.
• Support the preparation and release of buyer documents related to payment milestones, property turnover, and other applicable requirements.

4. Records Management & Reporting

• Maintain organized physical and digital files of buyer records, property sales documents, contracts, and transaction-related correspondence.
• Update sales monitoring reports, transaction trackers, and documentation status reports.
• Prepare periodic reports on processed transactions, pending requirements, and outstanding documentation for management review.
• Ensure the confidentiality, accuracy, and proper handling of buyer information and sales records.

Qualifications & Requirements

Education

• Bachelor’s degree in Business Administration, Marketing, Management, Real Estate Management, or a related field.

Experience

• At least 1–2 years of experience in sales administration, real estate documentation, property sales support, or a related administrative role is preferred.
• Fresh graduates with strong organizational skills and attention to detail may be considered.

Technical Skills

• Proficiency in Microsoft Office, particularly Excel and Word, and Google Workspace.
• Familiarity with CRM systems, ERP platforms, or property sales management systems is an advantage.
• Experience handling real estate sales documents and buyer records is preferred.

Core Competencies

• High attention to detail and accuracy in document preparation and data encoding.
• Strong organizational, coordination, and time-management skills.
• Good written and verbal communication skills.
• Ability to manage multiple transactions, track outstanding requirements, and meet deadlines.
• Strong sense of confidentiality and accountability in handling buyer information and property records.
• Ability to collaborate effectively with internal teams, brokers, sales agents, and clients.