Executive, Marketing & Sales Administration

Executive, Marketing & Sales Administration (UE2) 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