Sales Documentation Specialist

Job Purpose

1. To provide administrative and operational support to the department by coordinating with stakeholders (brokers, agents, buyers, HDMF & bank) and ensuring accurate and timely submission and processing of documentation requirements.
2. To maintain accurate records, ensure proper documentation of buyers’ accounts, and support the efficient functioning of the department’s day-to-day operations.

Duties and Responsibilities

• Coordinate with the sales team, sales admin, buyers, brokers, and agents for the timely submission of documentary requirements.
• Communicate with the sales admin to ensure accurate and complete buyers’ information and requirements.
• Encode buyers’ information and maintain updated records in the system.
• Assist in the preparation and review of loan folders before submission to HDMF, banks, and in-house financing.
• Support in preparing contracts, including Contract-to-Sell and Deed of Absolute Sale, and ensure timely delivery to buyers.
• Monitor and update the status of accounts, including outstanding requirements, payments, and follow-ups.
• Perform administrative tasks such as filing, scanning, photocopying, and managing documents for efficient record-keeping.
• Assist in preparing reports for weekly and monthly department meetings.

Job Requirements

• Graduate of any business and management-related courses
• Proficient in Microsoft Excel, Word, and PowerPoint
• Strong organizational and multi-tasking skills
• Excellent communication and coordination abilities
• Detail-oriented with a focus on accuracy in encoding and documentation
• Able to work under pressure and meet deadlines
• Honest, trustworthy, and with pleasing personality
• Preferably with experience in administrative tasks or real estate documentation
  (advantage but not required)