Administration and Contract Officer

Overview

The Administration and Contract Officer provides comprehensive assistance to the client's leadership team in various sales administration duties. While the client's Melbourne office offers substantial support, this role is primarily responsible for independently handling essential business tasks, including contract management, CRM data input, and electronic file organization.

Responsibilities

As an Administration and Contract Officer, you will be:

• 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 within the organization.

Basic Qualifications

We are looking for someone who has:

• 5+ years’ experience in similar roles and organizations.
• Basic to intermediate computer skills including Microsoft Office, Salesforce, Dropbox, and Xero (or similar packages).
• 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 environment.

Key skills/competency

• Contract Management
• CRM Data Entry
• Sales Administration
• DocuSign
• Salesforce
• Dropbox Management
• Reporting & Analysis
• Stakeholder Communication
• Task Prioritization
• Attention to Detail