About The Role
We are seeking a highly organised, tech-savvy, and detail-oriented Sales Administrator to join our Sales & Marketing team. In this pivotal role, you will be the backbone of our sales operations
- managing off-the-plan (OTP) contracts, handling construction variations, and taking ownership of our CRM ecosystem. If you bring uncompromising accuracy, strong digital systems capability, and a proactive "can-do" mindset, this is your opportunity to add direct value across dynamic property projects in a collaborative, fast-paced environment.

Key Responsibilities
Contracts & Sales Coordination
• Generate, update, and manage off-the-plan (OTP) sales and leasing contracts, EOIs, and formal agreements with absolute accuracy.
• Coordinate the end-to-end build variations process from clients and sales agents through to the site team via Procore.
• Maintain comprehensive, organised digital filing for all contract documentation and amendments. CRM & Systems Administration
• Act as the internal HubSpot/CRM expert, maintaining 100% data integrity for live deals, lot allocations, and project pricing from initial EOI through to settlement.
• Design, build, and optimize advanced HubSpot automations and workflows to drive operational efficiency.
• Extract high-level reports and maintain live Google Sheets for the Senior Leadership Team (SLT) and board reviews.
• Manage project data launches, pricing updates, and regular cross-platform audits to ensure seamless alignment across the business. Customer Rewards, Operations & Support
• Manage the administration, issuance,



and CRM tracking of repeat and referral buyer vouchers.
• Coordinate with the Client Liaison team on voucher distribution and client milestones.
• Process purchase orders efficiently using ApprovalMax.
• Support client-facing and industry events alongside the marketing and project sales teams. What We Are Looking For
• Proven experience in CRM administration—HubSpot experience is highly preferred, specifically with advanced workflow design and automation (beyond basic data entry).
• Familiarity with Procore (or similar construction management platforms) for tracking plans and variations, plus experience with ApprovalMax, is a significant advantage.
• Uncompromising precision when handling legal contracts, pricing matrices, deal stages, and construction variations.
• High proficiency across Google Workspace (Sheets, Docs, Drive).
• Exceptional time management, clear written and verbal communication, and the agility to reprioritise tasks in a rapidly evolving project environment.
• A collaborative, positive approach, dedicated to continuous improvement, and grounded in our ethos: Humble, Aligned, Do My Job, and Add Value .

What We Offer
• A supportive, transparent, and cooperative team culture.
• Exposure to high-profile property development projects from launch to settlement.
• Opportunities to streamline systems, influence processes, and grow your technical capability.

How to Apply
Click Apply Now to submit your resume and a cover letter detailing your experience with CRM administration, contract coordination, and workflow automation.

📌 Sales Administrator (Australia)
🏢 Gardner Vaughan
📍 Australia