Office Manager / Sales Coordinator

LLC "Iberia Star Group" is announcing a vacancy for the position of Office Manager / Sales Coordinator.

Work location: Company office / Residential project sales object.

Main areas: Administration, Human Resources, Organization and control of real estate sales.

The main goal of the position: The Office Manager / Sales Coordinator is responsible for organizing the daily activities of the company's office, administering human resources, and organizing, coordinating, and controlling the sales process of the company's residential real estate.

The main task of the employee is: To organize the process from finding a potential client / appeal to communication, apartment viewing, negotiations, and closing the sale.

The employee is also responsible for ensuring systematic recording of client data and regular reporting of sales results to management.

Main areas of responsibility: The position includes the following areas: - Office administration - HR / personnel administration - Coordination of residential apartment sales - Client relations - Control and coordination of the sales team - Coordination with advertising and marketing activities - CRM / client base management - Sales reporting and analytics - Documentation production - Fulfillment of management tasks.

Residential real estate sales function: This is one of the main functions of the position.

Office Manager / Sales Coordinator: - Organizes the sales process - Monitors the company's residential project sales process. - Possesses information about apartments for sale.

Must constantly be aware of: - Which apartments are available; - Which apartments are reserved; - Which apartments are sold; - The area of each apartment; - Floor; - Price; - Payment terms; - Existing promotions / offers. - Ensures constant updating of information about apartments for sale. - Does not allow the provision of outdated or inaccurate information to the client.

Working with potential clients. Receives all incoming calls, messages, and requests. Registers each potential client in the relevant database / CRM system.

For each client, registers: - Name and contact number; - Interested apartment; - Desired area; - Budget; - Estimated purchase deadline; - Preferred payment method; - Client requirements; - Communication history; - Date of subsequent contact. - Organizes initial communication with the client. - If necessary, provides the client with approved information about the project, apartment, and price. - Ensures timely feedback to all potential clients. - Does not leave client requests unanswered.

The process of bringing a client to purchase. Each client request must go through the following stages: - Inquiry → Client registration → Needs assessment → Offering a suitable apartment → Viewing → Negotiation → Offer → Reservation → Contract → Sale.

The Office Manager is responsible for monitoring which stage each active client is at.

Particular attention should be paid to clients who have: - Already viewed an apartment; - Requested additional information; - Received a price offer; - Expressed a desire to buy; - Requested a discount; - Started discussing the contract. - Such clients must be under active sales control.

Organizing apartment viewings. The Office Manager: - Organizes the client's viewing of the apartment/project. - Prepares relevant information in advance. - Ensures the participation of the responsible sales employee or manager if necessary. - Records the client's assessment and level of interest after the viewing. - Determines the date of further communication. - Does not allow situations where there is no follow-up contact with a client who has viewed an apartment.

Coordinating the sales team. If the company has sales agents/managers, the Office Manager: - Distributes incoming clients to relevant employees. - Monitors the progress of work on each client. - Monitors the activity of sales employees. - Keeps records of each employee's results. - Informs management about low activity or problematic cases. - Monitors that the client is not lost in the sales process. - Provides sales employees with necessary information. - Organizes working meetings of the sales team. - Prepares comparative information on sales results.

Prices and commercial terms. The Office Manager is responsible for: - Providing sales employees with only prices and terms approved by management. - Not changing the apartment price independently. - Not promising the client a discount, installment plan, or other special conditions without relevant authority. - Transferring the issue to the company's manager if the client requests a discount. - Recording all agreed commercial terms in the relevant document/system.

Sales control and KPI The Office Manager monitors at least the following indicators monthly: - Clients - Number of new incoming clients; - Number of processed clients; - Number of repeat contacts; - Number of active clients. - Viewings - Number of object/apartment viewings; - Conversion from viewing to sale. - Sales - Number of reserved apartments; - Number of sold apartments; - Total sales volume;

Average sale price; Percentage of sales plan fulfillment. Client conversion

For example: - 100 leads → 30 views → 10 serious negotiations → 4 sales. - Periodic analysis of these indicators should be presented to the management.

Daily sales control At the end of each working day, there should be information: - How many new clients have been registered; - How many calls were made; - How many clients were processed; - How many meetings were held; - How many apartments were shown; - How many new offers were made; - How many clients moved to the negotiation stage; - How many apartments were booked; - How many sales were made;