Job Description

Sales & Contract Administration Support Job Description

The purpose of this role is to lead the administration function for McMullan and
Bird Pty Ltd. This includes leading a small offshore team and investing in their
training and development to bolster the capacity and capability of the
administration function. This role holds accountability to ensure administration
support is provided across the end-to-end property sales process from reservation

through to handover.

The duties of this role include:
 Accountable 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.
 Accountable for data entry into CRM and Dropbox. Ensure these platforms are
well utilised, and up to date to support effective business operations and accurate
reporting. This includes entry of all required information into the Salesforce CRM and
regular data validation of the platform. It also includes saving all required
documentation in Dropbox such as:
o Entering new property sales into Salesforce.
o Updating Salesforce with information about existing property sales such as
deposit payments and contract of sale information.
o Creating new Dropbox folders for new property sales.
o 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 Administration and Contracts shared email inbox. Monitor day to day
queries that are sent to the Administration and Contracts shared email inbox and
action as appropriate, including delegating tasks to the offshore team.
 Accountable for external stakeholder communications and agreements. Be a
key conduit for McMullan & Bird external stakeholders (such as channel partners,
vendors and mortgage brokers), answer simple queries, provide timely information,
maintain legal agreements, and maintain good working relationships.
 Support performance reporting. Support leadership to report on the performance
of the organisation and its stakeholders.
 Support sales team to secure sales. Liaise with external stakeholders to obtain
packages and pricing as appropriate.
 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. For Property Ducks this also includes concierge service referral and
client communications.
 Support office coordination. Support a positive and effective working environment.
This includes understanding and supporting execution of compliance responsibilities
(such as fire warden), stocking required items (such as stationary, food and

beverages, cleaning materials, etc.) for the office, and arranging office maintenance
and repairs.
 Support Accounts Receivable and Payable. Support leadership to facilitate and
record accurate payments to and receipt from vendors.
 Technology platform support. Salesforce and other platforms (e.g., Dropbox)
administration to set up new users, configure the system to meet company needs
and trouble-shoot problems. Support leadership to make technology platform
decisions as appropriate.
 Office meeting support. Support leadership to facilitate effective meetings including
agendas, minutes, action items.
 Anticipate information and action requests for or on behalf of the CEO/CCO,
monitoring project/action progress and alerting the CEO/CCO when necessary to any
potential delays.
 Other projects and tasks as assigned by the CEO or leadership with the organisation.

The key skills and knowledge required for this role are:
 3-5+ years’ experience in similar roles and organisations.
 Experience working with offshore team members.
 People management experience is desirable.
 Basic to intermediate computer skills including Microsoft Office, Salesforce and
Dropbox.
 Excellent verbal and written communication skills.
 Knowledge of House and Land industry and how it operates.
 Advanced ability to organise and prioritise a high-volume workload through
delegation and personal action.
 An ability to build and nurture strong working relationships with stakeholders and to
manage to positive outcomes.
 Able to self-motivate and happy to work in a fast-paced environment.
 Experience problem solving and troubleshooting to achieve mutually beneficial
outcomes for all stakeholders in alignment with organisational goals.
 Shows a great deal of initiative and proactive thought and execution to pre-empt
problems, foresee opportunities and forward plan in a way that sets the team up for
success.
 Have a continuous improvement mindset, looking for opportunities to automate and
streamline business processes while being equally happy to ‘get things done’.
Success for this role looks like:
 An engaged and capable administration team.
 Values aligned conduct and behaviour.
 Contract turnaround times as per agreed service levels.
 99% data accuracy in CRM.
 Business processes and ways of working are optimised and efficient.
 Sales team feels well supported and deals are accelerated through the pipeline in a
timely manner by prompting the follow ups and actions of the Sales Reps.
 CEO has sufficient time to invest in growing the business due to the support provided
by this role.
 Strong and positive working relationships with internal and external stakeholders.