PERSONAL ASSISTANT TO SALES MANAGER

About the role

The Personal Assistant to the Sales Manager is a key person in the Sales Department, not a clerical support role. The holder is the Sales Manager's trusted right hand and is expected to think and act like a salesperson: to know the services, clients, pricing, and projects well enough to speak for the Manager, decide within an agreed mandate, keep every deal moving, and be the person the department relies on when the Manager is on site or unavailable. One of the duties of this role is to carry out sales executive work directly, by handling clients and project enquiries assigned by the Sales Manager from first contact through to closing. This is performed under the Manager's direction and as part of the Sales Manager's portfolio, not as a separate sales portfolio of the holder's own.

Key responsibilities

• Assist the Sales Manager with various projects and initiatives, which may involve conducting research and market checks, gathering information, preparing materials, coordinating with the Design, Estimating, Project, and Procurement teams, ensuring complete handover of closed projects to the Project team, and providing logistical support as needed to help facilitate completion

• Build and maintain positive relationships with internal and external stakeholders, including colleagues, clients, developers, building management, vendors, and other business contacts, representing the Sales Manager professionally and effectively in all interactions

• Act as the primary point of contact for the Sales Manager, screening and prioritising phone calls, emails, WhatsApp messages, and inbound project enquiries. Draft and respond to messages, proposal cover letters, and client follow ups on behalf of the Manager when necessary, maintaining professionalism and confidentiality at all times

• Handle clients and project enquiries assigned by the Sales Manager from first contact to closing: qualifying the enquiry, taking the client brief, attending site surveys, presenting the company profile, design concepts, materials, and finishes, preparing and presenting the quotation or BOQ, negotiating within approved terms, and securing the signed contract and down payment

• Be flexible and adaptable to changing priorities, urgent client demands, and changes driven by site conditions, as the role often requires the ability to multitask, prioritise effectively, and handle unexpected challenges with poise and efficiency

• Follow up directly with the Manager's own clients on quotations, revisions, outstanding documents, and project progress. Receive clients at the showroom, explain the design and build workflow and lead times, and answer routine questions confidently when the Manager is on site or unavailable, within the limits of an agreed mandate on pricing and commitments

• Organise and coordinate meetings, both internal and external, with clients, architects, contractors, and suppliers, including scheduling, sending invitations, preparing agendas, and arranging necessary resources such as meeting rooms, material and finishing sample boards, audiovisual equipment, and catering if applicable. Take accurate minutes and follow up on action items until completed

• Assist with the preparation and management of sales documents, including company profiles, design proposals, quotations, bills of quantity (BOQ/RAB), scope of work documents, contracts, reports, presentations, and memos as requested by the Manager. Maintain organised client and project files and ensure important documents are readily accessible when needed

• Maintain the sales database as the Manager's one source of truth: enquiries logged, project stages updated (survey, concept, quotation, negotiation, closing), and follow up dates enforced. Handle and qualify inbound leads, coordinate site survey schedules, and follow up with sales executives when their data or follow ups are overdue

• Provide general administrative support to the Sales Manager, such as managing expenses, processing invoices, following up on down payments and progress claims (termin) with Finance, maintaining company profile and brochure stock and the material sample library, and handling other daily tasks to ensure the smooth operation of the Manager's office

About you

• At least Diploma of secretary, business administration, management, marketing, interior design, or equivalent

• 3 to 5 years as Personal Assistant, Sales Admin, Sales Coordinator, or Sales Executive, with experience that includes direct client handling and selling, not administrative work alone; experience in interior design, build, contractor, architecture, or furniture industries is a strong advantage

• Able to sell: comfortable presenting to clients, preparing and explaining a quotation or BOQ, negotiating within given terms, and following up until closing

• Able to read and understand basic layout drawings, BOQ/RAB, and scope of work documents

• Integrity, loyalty, and a discreet personality

• Teamwork and service orientation

• Self motivated and self starter with initiative, able to complete tasks without being chased

• Firm but professional, able to follow up with clients, vendors, and internal teams without damaging relationships

• Presentable and comfortable dealing with premium and corporate clients

• High degree of availability; willing and able to travel and visit project site