Sales Administrator at Janta Kenya

Key Responsibilities:
Sales Support & Administration:

• Assist Senior Sales Agents with client follow-ups, correspondence, and scheduling.
• Maintain and update the CRM system with accurate client and property information.
• Generate and maintain sales reports, trackers, and performance metrics.
• Coordinate meetings, appointments, and property viewings for Senior Sales Agents.
• Support the team in preparing presentations, proposals, and marketing materials.
• Ensure compliance with company policies and real estate regulations in all documentation.
• Liaise with other departments (finance, legal, marketing) to facilitate smooth transaction processes.

Real Estate Listings & Marketing Support:

• Attend property viewings and assist with onboarding of selected new properties for Senior Sales Agents.
• Handle CRM and listing updates for properties.
• Take down property details, prepare property descriptions, arrange for images to be taken, and complete documentation for listings.
• Coordinate with the marketing team to ensure timely updates on listings, promotions, and campaigns.

Client Relationship & Experience Support:

• Schedule and follow up on client appointments, site visits, and calls to reduce delays for Senior Sales Agents.
• Prepare and send property information, proposals, and agreements to clients promptly.
• Maintain a client database with notes on preferences, interactions, and feedback to support personalized service.
• Prepare briefing notes or summaries for agents before client meetings or property viewings.

Process & Systems Support:

• Assist in standardizing sales documents, templates, and reporting formats for consistency and faster turnaround.
• Track deadlines for contracts, client follow-ups, and property listings to prevent missed opportunities.
• Support adoption and correct use of CRM, project management, or digital marketing tools to streamline sales tasks.

Reporting & Analytics:

• Provide weekly or monthly performance summaries for Senior Sales Agents (e.g., leads generated, follow-ups completed, properties sold).
• Monitor market listings and competitor activity to help agents stay informed.

Confidentiality & Professionalism:

• Handle sensitive company and client information with the highest level of discretion.
• Represent Senior Sales Agents professionally in all matters, upholding confidentiality and decorum.

Ad Hoc & Cross-Department Support:

• Provide backup support across departments during peak periods or special projects.
• Carry out additional administrative or technical tasks as reasonably assigned by management.
• Conduct research and sourcing tasks to support Senior Sales Agents.
• Offer flexible support to ensure smooth operations across teams.

Qualifications and Skills:

• Diploma or degree in Business Administration, Sales, or a related field.
• Previous experience in a sales support or administrative role, preferably in real estate.
• Strong organizational, multitasking, and time management skills.
• Excellent written and verbal communication skills.
• Proficiency in CRM software, MS Office Suite, and basic data reporting.
• Attention to detail and ability to handle confidential information.
• Ability to work under pressure in a fast-paced environment.

Key Competencies:

• Proactive and self-motivated.
• Team player with strong interpersonal skills.
• High level of accuracy and attention to detail.
• Customer-focused mindset.
• Strong problem-solving skills and process improvement mindset.