Executive, Marketing & Sales Administration

JOB PURPOSE

The Executive, Marketing & Sales Administration provides operational and administrative support to the Sales Operations team and sales gallery, ensuring the smooth execution of marketing programmes, accurate budget tracking, timely payment processing, and well-maintained gallery operations. Based at the Sales Gallery, the role is the primary point of coordination for A&P budget management, procurement requisitions, marketing data reporting, and day-to-day gallery administration enabling the Sales and Marketing teams to focus on revenue-generating activities.

JOB ACCOUNTABILITIES

A&P Budget Management & Expense Tracking

Prepare, monitor, and maintain the Advertising & Promotion (A&P) budget to ensure accurate tracking and compliance across all marketing activities. Specific responsibilities include:

• Maintain the master A&P budget tracker, recording all committed and actual expenditures against approved budgets
• Monitor budget utilisation on a regular basis and flag variances or risk of overspend to the reporting manager
• Reconcile actual expenses against budget allocations on a monthly basis
• Prepare budget status reports and summaries for management review
• Ensure all marketing expenditures are properly categorised, documented, and comply with internal financial controls

Payment Processing & Procurement Requisitions

Handle end-to-end processing of payments, invoices, and procurement requisitions related to marketing and sales gallery activities. Specific responsibilities include:

• Raise and process Electronic Payment Requisitions (EPR) and Purchase Orders (PO) for marketing-related purchases and services
• Track invoice status and follow up with Finance and vendors to ensure timely payment processing
• Maintain an organised record of all invoices, receipts, and payment documentation for audit and reference purposes
• Coordinate with internal Finance and Procurement teams to resolve payment queries or documentation gaps
• Liaise with suppliers and service providers for quotations, delivery confirmations, and payment-related matters

Reporting, Data Compilation & Performance Tracking

Compile, maintain, and distribute reports related to marketing performance, KPIs, and leads data to support management decision-making. Specific responsibilities include:

• Compile and distribute regular marketing budget, KPI performance, and leads profiling reports
• Gather, organise, and maintain data from sales gallery operations for reporting purposes
• Track and update marketing campaign performance data, including leads generated, conversion rates, and channel performance
• Maintain version-controlled records of all reports and data files for continuity and reference

Marketing Programme & Campaign Support

Provide administrative and coordination support for the planning and execution of marketing programmes and initiatives. Specific responsibilities include:

• Assist in the planning and execution of marketing initiatives, including coordination of internal approvals and EPR raising
• Support the coordination of promotional events, product launches, and sales gallery activations
• Maintain a calendar of upcoming marketing activities and track milestone completion
• Ensure brand consistency in all marketing materials and gallery touchpoints, flagging deviations to the reporting manager
• Liaise with internal teams and external vendors to ensure smooth execution of marketing programmes

Sales Gallery Administration & Upkeep

Support the day-to-day administrative operations of the sales gallery to ensure a professional and well-maintained environment. Specific responsibilities include:

• Oversee the presentation and upkeep of the sales gallery, ensuring all materials, displays, and collaterals are current and in good condition
• Manage inventory of marketing collaterals, brochures, and promotional materials; coordinate replenishment as needed
• Maintain organised filing and record-keeping for all gallery-related documents, contracts, and correspondence
• Coordinate with relevant vendors and internal teams for gallery maintenance, supply procurement, and event setup

ESSENTIAL QUALIFICATIONS & TECHNICAL COMPETENCES

• Diploma or Bachelor's degree in Business Administration, Marketing, Finance, or a related field.
• 1–3 years of relevant experience in marketing administration, sales coordination, budget tracking, or a similar operational support role.
• Experience in property development, real estate, or a customer-facing industry is an advantage. Fresh graduates with strong organisational skills and a proactive attitude will be considered.
• Strong organisational skills and attention to detail — able to manage multiple tasks and deadlines concurrently
• Proficiency in Microsoft Office suite, particularly Excel (for budget tracking and data management) and PowerPoint (for report preparation)
• Familiarity with procurement and payment processes, including EPR/PO workflows; experience with ERP or financial systems is an advantage
• Basic data analytics capability — able to compile, interpret, and present data in clear chart and table formats
• Good communication and stakeholder management skills — able to liaise effectively with internal teams, Finance, and external vendors
• Problem-solving mindset with the ability to adapt and prioritise in a fast-paced, gallery-based working environment
• Reliable, self-driven, and able to operate with minimal supervision on recurring operational tasks
• Understanding of brand standards and ability to ensure consistency in gallery presentation and marketing materials