Sales & Contract Administration Support Job Description
The purpose of this role is to lead the administration function for McMullan and Bird Pty Ltd. This includes leading a small offshore team and investing in their training and development to bolster the capacity and capability of the administration function. This role holds accountability to ensure administration support is provided across the end-to-end property sales process from reservation through to handover.
Responsibilities
* Accountable for requesting and issuing contracts via DocuSign. Ensure land and build contracts are requested correctly from vendors and builders and contracts are issued to the correct stakeholders via DocuSign.
* Accountable for data entry into CRM and Dropbox. Ensure these platforms are well utilised and up to date to support effective business operations and accurate reporting. This includes:
o Entering new property sales into Salesforce.
o Updating Salesforce with information about existing property sales such as deposit payments and contract of sale information.
o Creating new Dropbox folders for new property sales.
o Updating Dropbox to include all documentation.
* Monitor DocuSign to ensure contracts are signed, executed and resent as appropriate, ensuring timely signing by stakeholders. Share completed contracts with vendors and builders for execution.
* Monitor the shared Administration and Contracts e‐mail inbox, process day‐to‐day queries and delegate tasks to the offshore team.
* Maintain external stakeholder communications and agreements. Act as a key conduit for partners, vendors and mortgage brokers, answer simple queries, provide timely information, maintain legal agreements and foster good working relationships.
* Support performance reporting and sales team support throughout the sales cycle, including sourcing and distributing contracts of sale, booking PCI's, rental appraisals, land title dates follow‐up and management, vendor/channel partner updates and simple query management.
* Support office coordination, including compliance responsibilities, office supplies, maintenance and repairs.
* Assist Accounts Receivable and Payable to facilitate accurate payments to and receipt from vendors.
* Provide technology platform support for Salesforce and other platforms, setting up new users, system configuration and troubleshooting.
* Facilitate leadership meetings, preparing agendas, minutes and action items.
* Anticipate information and action requests for or on behalf of the CEO/CCO, monitor project progress and alert the CEO/CCO of any potential delays.
* Other projects and tasks as assigned by the CEO or leadership.
Qualifications
* 3–5+ years' experience in similar roles and organisations.
* Experience working with offshore team members.
* People management experience is desirable.
* Basic to intermediate computer skills: Microsoft Office, Salesforce, Dropbox.
* Excellent verbal and written communication skills.
* Knowledge of the House and Land industry and its operations.
* Advanced organisation and prioritisation skills for a high‐volume workload through delegation and personal action.
* Ability to build and nurture strong working relationships with stakeholders and manage to positive outcomes.
* Self‐motivation and ability to thrive in a fast‐paced environment.
* Problem‐solving and troubleshooting skills to achieve mutually beneficial outcomes aligned with organisational goals.
* Initiative, proactive thinking and execution to pre‐empt problems, foresee opportunities and forward‐plan for team success.
* Continuous improvement mindset, looking for opportunities to automate and streamline business processes while being equally happy to get things done.
Success Metrics
* Engaged and capable administration team.
* Values‐aligned conduct and behaviour.
* Contract turnaround times as per agreed service levels.
* 99% data accuracy in CRM.
* Optimised and efficient business processes and ways of working.
* Sales team feels well supported and deals accelerated through the pipeline with timely follow‐ups.
* CEO has sufficient time to grow the business thanks to this role's support.
* Strong and positive working relationships with internal and external stakeholders.
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