Sales Coordinator

Job Summary

Sales Administration & Coordination

• Maintain and regularly update sales databases, lead trackers, client records, and property inventories.
• Monitor and manage the sales pipeline to ensure all leads, inquiries, and opportunities are properly recorded and followed up.
• Coordinate daily activities of the sales team and prepare daily, weekly, and monthly performance reports.
• Schedule property viewings, meetings, client appointments, and follow-up activities for sales executives.
• Assist in preparing sales presentations, proposals, quotations, and other leasing-related documentation.
• Track lead conversions and provide management with regular sales performance updates.

Tenant & Lease Management

• Coordinate with existing tenants regarding lease renewals, tenancy contract expirations, notices, and move-in/move-out procedures.
• Monitor rental payment schedules and send reminders for post-dated cheques, rental dues, and outstanding balances.
• Follow up with tenants regarding pending documentation, contract renewals, and compliance requirements.
• Maintain organized records of tenancy contracts, lease agreements, tenant files, and supporting documents.
• Coordinate with landlords and tenants to facilitate smooth leasing transactions and renewals.

Documentation & Coordination

• Draft and prepare Letters of Intent (LOIs), reservation forms, tenancy agreements, lease renewal documents, and other property-related correspondence.
• Ensure all required documentation is complete and accurately submitted prior to property viewings and lease processing.
• Coordinate with landlords for approvals, viewing permissions, and required documentation for prospective tenants.
• Maintain accurate filing systems for all leasing and property-related records.

Utility & Service Management

• Monitor and track utility accounts and service-related bills including DEWA, Empower, WiFi, Petrosafe, and other building services.
• Coordinate with utility providers and relevant departments regarding account activations, transfers, disconnections, and outstanding balances.
• Maintain records of utility payments and ensure timely settlement to avoid service interruptions.
• Follow up on service requests and utility-related concerns raised by tenants or landlords.

Property Maintenance Coordination

• Coordinate with the Sales and Property Management teams regarding maintenance requests, repairs, inspections, and property preparation activities.
• Follow up with contractors, maintenance vendors, and service providers to ensure timely completion of required works.
• Monitor pending maintenance issues and provide status updates to management, landlords, and tenants.
• Assist in arranging property inspections before tenant move-in and after tenant move-out.
• Ensure vacant properties are maintained in presentable condition for viewings and leasing activities.

Reporting & Compliance

• Generate regular reports on sales activities, tenancy renewals, lease expirations, maintenance status, and utility tracking.
• Ensure compliance with company policies, landlord requirements, and applicable property management regulations.
• Maintain confidentiality of client, tenant, landlord, and company information.
• Support management with special projects, audits, and operational requirements as needed.

Qualifications & Skills

• Bachelor’s degree
• Minimum 1-3 years of experience in sales coordination, real estate, leasing, or property management.
• Strong knowledge of leasing processes, tenancy contracts, and property management operations.
• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.
• Excellent organizational, communication, and multitasking skills.
• Ability to work under pressure and manage multiple priorities effectively.
• Strong attention to detail and accuracy in documentation.
• Professional customer service and relationship management skills.

Job Type: Full-time