Job Overview

Our client is looking for a Sales Admin who plays a critical role in ensuring smooth day-to-day operations by executing standard operating procedures, managing deals, and maintaining accurate records. This role ensures that all transactions, documentation, and deadlines are tracked and progressing efficiently.

Schedule

• Monday - Friday, 9:00 AM - 1:00 PM AEST (20 work hours per week)

Responsibilities

1. Task and Deal Management

• Manage and track all tasks using Monday.com and personal task management systems
• Maintain accurate and up-to-date deal information across all relevant boards, including EOI, COS Management, and Stock
• Proactively monitor deadlines and follow up on tasks in advance, particularly time-sensitive COS milestones
• Update task statuses clearly and consistently as Done, In Progress, or Stuck

2. Proactive Communication

• Provide timely updates when tasks are completed and ready for the next stage
• Escalate any issues or situations outside of standard operating procedures immediately
• Seek clarification early when instructions are unclear, avoiding assumptions

3. Attention to Detail and Quality Assurance

• Cross-check all data across systems, including pricing, client details, and documentation
• Perform quality assurance on all submissions such as EOI forms, identification documents, finance approvals, and contracts
• Ensure all required fields and documents are complete with no placeholders or missing information

4. SOP Execution

• Process Expressions of Interest (EOIs) and submit them accurately to developers
• Manage contract documentation from draft stage through to final COS execution
• Maintain structured and organized file management within Google Drive
• Track and update all contract milestones, conditions, and key dates

5. Compliance and Process Control

• Strictly adhere to all established standard operating procedures
• Identify and flag any non-standard situations or risks immediately
• Maintain communication protocols, including not forwarding emails directly between developers and agents
• Ensure CRM systems and records remain accurate and up to date at all times

Required Software & Tools

• Advanced proficiency in Monday.com (board management, workflows, status tracking)
• Strong experience with Google Workspace (Drive, Gmail, Docs), CRM systems, and email/calendar management tools
• Experience with Mailchimp (or similar) and DocuSign is a plus
• Familiarity with real estate/property CRMs and contract or legal/admin workflows is highly regarded

Key Competencies

• Proactive, self-driven, and able to manage tasks independently end-to-end
• Strong attention to detail with the ability to spot inconsistencies quickly
• Highly organized and process-oriented, with solid time and task management
• Clear communicator who seeks clarification when needed and ensures accountability

Experience Requirements

• Previous experience in a virtual assistant, operations, or administrative role; real estate, property, or legal experience highly preferred
• Proven ability to manage multiple deals or projects in a fast-paced, deadline-driven environment
• Strong experience handling document-intensive workflows with high accuracy

Expectations & Success Measures

• Consistently meet deadlines, maintain accurate records, and ensure all deals are up to date and progressing
• Track all tasks end-to-end with no missed details or follow-ups required
• Proactively communicate updates and seek clarification when needed—no assumptions
• Maintain full visibility of deal status while delivering work independently and efficiently

Independent Contractor Perks

• Permanent work from home
• Immediate hiring

Note

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.