The role of Administration and Contract Officer is to provide comprehensive assistance to the leadership team of the client in various sales administration duties. While the client's office in Melbourne offers substantial support, this position is primarily responsible for independently handling essential business tasks, including contract management, CRM data input, and electronic file organization.
JOB DESCRIPTION / RESPONSIBILITIES:
As Administration and Contract Officer you are:
● Responsible 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.
● Responsible for data entry into CRM and Dropbox. Ensure these platforms are
well utilized, and up to date to support effective business operations and accurate
reporting. This includes entry of all required information into the Salesforce CRM
and saving all required documentation in Dropbox such as:
○ Entering new property sales into Salesforce.
○ Updating Salesforce with information about existing property sales such as
deposit payments and contract of sale information.
○ Creating new Dropbox folders for new property sales.
○ Updating Dropbox to include all documentation.
● Monitor DocuSign to ensure contracts are being signed and executed. Monitor the
DocuSign platform to ‘resend’ contracts as appropriate and ensure they are being
signed by stakeholders in a timely manner. Ensure they are shared with vendors
and builders for execution once ready.
● Monitor Contracts shared email inbox. Monitor day to day queries that are sent to
the Contracts shared email inbox and action as appropriate.
● Support performance reporting. Support leadership to report on the performance
of the organization and its stakeholders. This includes reports such as:
○ Obtaining pre-construction and construction updates from vendors and
builders for sharing with sales partners.
○ DocuSign reporting.
○ Salesforce reporting.
● Support sales team to secure sales. Liaise with external stakeholders to obtain
packages and pricing as requested.
● Support the sales team with the post sales process. Support Sales Consultants to
ensure deals are seen through to completion. This includes 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.
● Other projects and tasks as assigned by the CEO or leadership with the
organization.
BASIC QUALIFICATIONS:
We are looking for someone who has:
● 5+ years’ experience in Real Estate, Property Management or similar roles and organizations.
● Proficient in Microsoft Office, Salesforce, Dropbox, and Xero
● Excellent verbal and written communication skills.
● Ability to organize and prioritize a high-volume workload and ensure tasks are
completed in the right order aligned with business priorities.
● An ability to build and nurture strong working relationships with stakeholders and
to manage positive outcomes.
● Able to self-motivate and happy to work in a fast-paced setting
Requirements
TYPE OF POSITION, PHYSICAL REQUIREMENTS, & EXPECTED HOURS OF