Job description

The Sales Administrator plays a critical role in supporting the sales team by managing all administrative, documentation, and coordination tasks related to property sales. This role ensures smooth processing of contracts, accurate data management, and effective coordination between property consultants, clients, and internal departments—primarily up to the contract signing stage

1. Sales Documentation & Contracts

Prepare, review, and process sales contracts (SPA and related documents). • Ensure all contracts are accurate, complete, and aligned with company policies. • Coordinate with property consultants to receive required client documents. • Track contract status from initiation to signing.

2. CRM & Inventory Management •

Update and maintain the CRM system with accurate sales data. • Cross check updates of unit availability and sold inventory. • Record all new deals, client details, and transaction progress. • Maintain proper digital records for all sales activities.

3. Filing & Data Management •

Organize and maintain physical and digital filing systems. • Upload and archive all sales documents in the company’s shared drive/system. • Ensure easy retrieval of contracts and client records when required.

4. Coordination & Follow-ups •

Act as the main coordination point between: o Property Consultants o Finance Department o Customer Care o Clients (pre- and post-contract signing follow-ups)

Follow up on:

Pending documents from clients o SPA issuance and signing o Payment collection (e.g., cheques, standing order) o Internal approvals and processe.

5. Client Interaction (Pre & During Contract Stage) •

Communicate with clients regarding documentation requirements and contract status. • Assist in scheduling contract signing and ensuring readiness of documents. • Provide professional and timely responses to client inquiries related to contracts.

6. Process Support •

Ensure all sales administrative processes are efficient and compliant. • Identify gaps in documentation or workflow and escalate to the Sales Manager. • Support the sales team in improving turnaround time for deal closures

7. Handover Support

Ensure all required documents (signed SPA, payment proof, etc.) are completed. • Coordinate smooth handover of files to the Customer Service team post-signing.

8. Reporting & Sales Tracking •

Prepare and submit weekly reports to the Sales Manager, including: o Signed Contracts Report (daily/weekly update of completed deals) o Pending Contracts Report (contracts under preparation, review, or awaiting signature) o Pending Payments Report (clients with outstanding payments, including cheque status)

• Maintain accurate tracking sheets for all sales transactions and contract stages. • Highlight delays, risks, or issues affecting deal closures (e.g., missing documents, client delays, finance approvals). • Provide real-time updates on critical deals when required. • Generate additional ad-hoc reports as requested by the Sales Manager.

9. Additional Responsibilities •

Perform any additional administrative or coordination tasks assigned by the Sales Manager. • Support special projects, reporting, or process improvements when required.

Qualifications & Requirements •

Bachelor’s degree in Business Administration or related field (preferred). • 2–4 years of experience in a similar administrative role (real estate experience is a strong advantage). • Strong knowledge of CRM systems and Microsoft Office. • Excellent organizational and documentation skills. • High attention to detail and accuracy. • Strong communication and follow-up skills. • Ability to manage multiple tasks and meet deadlines.

Apply at Talha@rikaz.om

Job Type: Permanent