Executive / Senior Executive - Sales Administration

JOB DESCRIPTION

Executive / Sr. Executive - Sales Administration

Department: Sales
Function: Administration
Industry: Real Estate & Construction
Location: Andheri West
Reporting To: Sales Manager / Project Sales Head

1. Job Purpose: To provide effective administrative and operational support to the site sales team by managing sales documentation, customer records, booking-related processes, ERP updates, MIS reports, and coordination with internal departments, ensuring smooth and timely execution of sales activities at the project site.

2. Key Responsibilities

A. Sales Administration & Coordination

• Provide day-to-day administrative support to the site sales team.
• Coordinate with Sales Managers, Sales Executives, Channel Partners and customers for sales-related requirements.
• Maintain accurate records of enquiries, site visits, bookings, cancellations and customer follow-ups.
• Coordinate with the Head Office for various sales processes and approvals.
• Ensure timely completion and submission of sales-related documents.

B. Customer & Booking Documentation

• Assist in preparation and processing of booking forms, customer KYC documents, application forms and other sales documentation.
• Verify documents for completeness and coordinate with customers for pending documents.
• Maintain proper physical and digital records of customer documentation.
• Coordinate with other departments for booking-related documentation and approvals.

C. ERP Management

• Enter and maintain customer and sales data accurately in the company's ERP system.
• Ensure timely updating of enquiries, site visits, bookings, payments and other sales transactions.
• Monitor pending activities and coordinate with concerned team members for closure.
• Maintain data accuracy and confidentiality of customer information.
• Generate reports from ERP systems as required by the Sales Head.

D. Sales MIS & Reporting

• Prepare daily, weekly and monthly sales MIS reports.
• Maintain records of:
• Leads and enquiries
• Site visits
• Booking status
• Cancellation status
• Customer documentation
• Channel Partner performance
• Collection/payment status
• Pending cases
• Share regular reports with the Sales Manager / Project Sales Head.
• Highlight discrepancies, pending documentation and ageing cases to the concerned stakeholders.

E. Site Visit & Customer Coordination

• Support the sales team in managing customer site-visit records.
• Maintain visitor/site-visit registers and relevant customer information.
• Coordinate with the site team to ensure required information and documents are available for customers.
• Assist the sales team in coordinating customer meetings, presentations and property-related documentation.
• Maintain proper records of customer feedback and follow-up requirements.

F. Coordination with Internal Departments

Coordinate with various departments for smooth processing of sales transactions, including:

• Finance/Accounts: Payment receipts, outstanding payments, booking-related financial documentation.
• CRM: Customer data, system updates and process-related issues.
• Legal: Agreements, documentation and legal queries.
• Projects/Site Team: Unit availability, specifications, possession-related information and site coordination.
• Marketing: Brochures, price lists, promotional material and campaign-related requirements.
• Customer Relationship Management: Customer communication and post-booking requirements.

G. Channel Partner / Broker Administration

• Maintain records of registered Channel Partners / Brokers.
• Assist in processing Channel Partner-related documentation.
• Maintain records of leads and bookings generated through Channel Partners.
• Coordinate with the sales team and Finance/Accounts for commission-related documentation and status.
• Ensure proper documentation for Channel Partner transactions.

H. Office & Record Management

• Maintain organized physical and electronic filing systems at the project sales office.
• Ensure availability of updated price lists, inventory details, forms and sales-related documents.
• Maintain confidentiality of customer and company information.
• Ensure proper control and custody of sales documents and records.
• Support audits and internal reviews by providing required documentation.

3. Key Performance Indicators (KPIs)

Sales Data Accuracy

Accuracy and completeness of ERP records

Documentation

Timely and accurate processing of customer documents

MIS Reporting

Timely submission of daily/weekly/monthly reports

Booking Processing

Timely completion of booking documentation

Pending Cases

Effective tracking and closure of pending documentation

Customer Coordination

Timely response and coordination for customer requirements

Internal Coordination

Effective coordination with other departments

Record Management

Proper maintenance and accessibility of sales records

Channel Partner Administration

Accuracy of CP records and transaction documentation

4. Educational Qualification

• Graduate in any discipline.
• Bachelor's degree in Business Administration, Commerce, Management or a related field will be preferred.

5. Experience

• 25 years of experience in Real Estates Sales Administration & Coordination, or a similar role.
• Experience in the Real Estate / Construction industry will be preferred.
• Candidates with experience in handling site sales offices will have an added advantage.

6. Skills & Competencies

Technical Skills

• Good knowledge of MS Excel, Word and PowerPoint.
• Experience with ERP systems.
• Good understanding of sales documentation and MIS reporting.
• Strong data-entry and documentation skills.
• Ability to prepare and maintain Excel-based reports.

Behavioural Competencies

• Strong coordination and follow-up skills.
• Attention to detail and accuracy.
• Good written and verbal communication.
• Customer-oriented approach.
• Ability to work under deadlines.
• Good organizational and time-management skills.
• Ability to coordinate with multiple departments.
• High level of confidentiality and professional integrity.

(This role does not involve selling of any property)

Regards,

Human Resources

Shree Naman Group