Sales Administrator - Property Mngmt (Dayshift - WFH) w/ Sign-on Bonus!

Are you experienced in property administration and contract coordination?

Enjoy keeping transactions, documents, and deadlines organised?

Ready to take ownership of a varied administrative role?

Keep property transactions moving smoothly.About the Role

We’re looking for a Sales Administrator to support sales, contract administration, and general business operations within a property-focused environment. You’ll manage contracts and transaction documentation, coordinate with lawyers, accountants, and agents, handle deposit trust receipts, prepare documents for signing and exchange, and maintain accurate records across relevant systems. You’ll also support marketing coordination, appointment scheduling, and shared inbox management, taking ownership of day-to-day workflows while ensuring tasks are completed accurately, efficiently, and on time.

Ideal Candidate (Must-Have Requirements)

• Proven experience as a Sales Administrator or in a similar sales administration, contract administration, or property administration role.

• Practical experience handling contracts, transaction documents, and administrative processes.

• Familiarity with property sales workflows, including exchanged contracts, deposit receipts, and coordination with agents and legal representatives.

• Experience preparing documents for electronic signatures using DocuSign or similar platforms.

• Strong document management skills, including uploading, storing, organising, and maintaining accurate records.

• Experience managing shared inboxes and corresponding professionally with external stakeholders.

• Strong written and verbal English communication skills.

• Excellent attention to detail when handling contracts, financial records, and confidential information.

• Strong organisational and time management skills, with the ability to manage multiple priorities and deadlines.

• Proactive and adaptable, with the confidence to work independently and take ownership of established workflows.

• Comfortable coordinating marketing activities, bookings, appointments, and general administrative tasks.

• Ability to communicate professionally with agents, lawyers, accountants, and other stakeholders.

Tasks and Responsibilities

• Sales and Contract Administration

  • Process, organise, and securely store contracts and related documentation.

  • Send contracts to lawyers and coordinate contract-related correspondence.

  • Manage 10% deposit trust receipts and maintain accurate records.

  • Correspond with agents regarding contracts, transactions, and outstanding requirements.

  • Send exchanged contracts and deposit receipts to relevant parties.

  • Upload contracts and property particulars to Property Shell.

  • Complete contract documentation and prepare paperwork for processing.

  • Prepare and send documents through DocuSign for signing and exchange.

  • Track outstanding documents and follow up to keep transactions progressing.

• Communication and Document Management

  • Monitor and manage the shared administration email inbox.

  • Correspond with lawyers, accountants, agents, and other stakeholders.

  • Maintain organised and up-to-date electronic records.

  • Ensure documents are distributed, stored, and processed accurately and promptly.

• Marketing and General Administration

  • Schedule and coordinate marketing initiatives.

  • Book photographers, videographers, and other service providers.

  • Arrange appointments and coordinate schedules as required.

  • Provide general sales, office, and administrative support.

  • Assist with additional operational tasks as needed to keep daily workflows running smoothly.

Industry-leading benefits

• HMO w/ Dental Coverage + Dependents

• 2-week paid Holiday Break. Enjoy the season without worrying about your work.

• Fixed weekends off (Saturday and Sunday). Take control of your weekends, relax with loved ones, or indulge in your passions. 

• Take advantage of working the day shift schedule! Wake up to the sunrise and wind down as the sun sets.

We have a virtual recruitment process. What you need

• Strong and Stable Internet Connection for uninterrupted video interviews

• Laptop or PC with Webcam for online assessments and interviews

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About VAP

VAP is a leading, fast-growing offshore staffing solution for Australian and New Zealand small and medium businesses. We recruit and manage virtual assistants (VAs) to empower business owners to achieve their goals. At the same time, we create meaningful opportunities for our staff in the Philippines to lead better lives.

We pride ourselves on having a supportive and collaborative team. We value energy, candid communication, and a high-performance work environment. We are looking for someone who fits well into this culture and can contribute positively to our team's dynamic.

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