Sales and Marketing Administrator at Universal Homes FZE

Job Purpose:

• To support the sales manager, sales coordinators, and partners by administering the sales information system, managing essential sales documentation, and assisting with marketing initiatives to enhance visibility, client engagement, and overall sales performance.

Key Responsibilities: 

Sales Responsibilities;

• Provide administrative assistance to the sales manager, sales co-ordinators and partners by generating letters, reports, spreadsheets, filing; and general administration for the sales department. 
• Record/input sales, reservations, cancellations, exchanges, hand-overs and legal completions onto the sales ERP system, along with full customer details. 
• Check data accuracy in documentation related to the sale i.e checking prices and contracts are up to date. 
• Produce/update monthly board report spreadsheet 
• Produce/amend standard forms for use in the office to assist the sales team and partners. Ensure that all hard and digital copies of documentation are up to date. 
• Liaise with the legal department regarding sales documentation and completion. 
• Ensure a smooth transition between clients and internal teams from closure of sales to handover. Communicate important feedback from customers internally. 
• Liaise with clients and collate all documentation required when necessary. 
• Produce all relevant information and documentation to prospective leads. Supporting the sales team with general operations to help reach the team’s objectives. 
• Take telephone enquiries from prospective customers regarding both forthcoming and existing sites, creating a database for future use. 
• Liaise with the team and ensure they receive relevant copies of advertising material, price lists and any other necessary documentation regularly, and also assist sales management with other marketing coordinator duties. 
• At all times comply with company policies, procedures and instructions. Contribute to improving the business and enhancing the reputation of the company by putting forward new ideas and by implementing change when requested to do so. 
• Coordinating showings, assisting at open houses, and with closing sales.

Marketing Responsibilities;

• Support in the preparation and distribution of marketing materials, including brochures, flyers, and uploading online content.
• Collaborate with the marketing team to assist in creating content for social media.
• Monitor and report on the effectiveness of marketing campaigns and share insights with the sales and marketing team.
• Assist in organizing events, open houses, and client engagement activities to boost brand awareness and lead generation.
• Provide administrative support for marketing initiatives, including event coordination and campaign tracking.
• At all times comply with company policies, procedures, and instructions.
• Contribute to improving the business and enhancing the reputation of the company by putting forward new ideas and implementing change when requested.
• Perform other duties as assigned. 
• These are illustrative duties, and the job holder will be expected to become involved in a range of work to enable the department to respond effectively to the requirements of the Company.

Requirements. 

• Qualification in Business Management or an equivalent. At least 2 years’ experience as an Administrative Assistant , Sales coordinator or Office Administrator.
• Hands on experience with CRM software and Excellent knowledge of MS Office Suite, familiarity with office management procedures and basic competence. 
• Understanding of Sales performance metrics and numeric data. 
• Excellent organisational and multitasking skills. 
• A team player with a high level of dedication. 
• Ability to work under strict deadlines. 
• Ability to prioritise own workload. 
• Strong communication skills. 
• Possess cultural awareness and sensitivity. 
• Must be detail oriented, confident, thorough and collaborative.