Executive, Marketing & Sales Administration

JOB PURPOSEThe 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 ACCOUNTABILITIESA&P Budget Management & Expense TrackingPrepare, 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 budgetsMonitor budget utilisation on a regular basis and flag variances or risk of overspend to the reporting managerReconcile actual expenses against budget allocations on a monthly basisPrepare budget status reports and summaries for management reviewEnsure all marketing expenditures are properly categorised, documented, and comply with internal financial controlsPayment Processing & Procurement RequisitionsHandle 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 servicesTrack invoice status and follow up with Finance and vendors to ensure timely payment processingMaintain an organised record of all invoices, receipts, and payment documentation for audit and reference purposesCoordinate with internal Finance and Procurement teams to resolve payment queries or documentation gapsLiaise with suppliers and service providers for quotations, delivery confirmations, and payment-related mattersReporting, Data Compilation & Performance TrackingCompile, 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 reportsGather, organise, and maintain data from sales gallery operations for reporting purposesTrack and update marketing campaign performance data, including leads generated, conversion rates, and channel performanceMaintain version-controlled records of all reports and data files for continuity and referenceMarketing Programme & Campaign SupportProvide 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 raisingSupport the coordination of promotional events, product launches, and sales gallery activationsMaintain a calendar of upcoming marketing activities and track milestone completionEnsure brand consistency in all marketing materials and gallery touchpoints, flagging deviations to the reporting managerLiaise with internal teams and external vendors to ensure smooth execution of marketing programmesSales Gallery Administration & UpkeepSupport 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 conditionManage inventory of marketing collaterals, brochures, and promotional materials; coordinate replenishment as neededMaintain organised filing and record-keeping for all gallery-related documents, contracts, and correspondenceCoordinate with relevant vendors and internal teams for gallery maintenance, supply procurement, and event setupESSENTIAL QUALIFICATIONS & TECHNICAL COMPETENCESDiploma 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 concurrentlyProficiency 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 advantageBasic data analytics capability — able to compile, interpret, and present data in clear chart and table formatsGood communication and stakeholder management skills — able to liaise effectively with internal teams, Finance, and external vendorsProblem-solving mindset with the ability to adapt and prioritise in a fast-paced, gallery-based working environmentReliable, self-driven, and able to operate with minimal supervision on recurring operational tasksUnderstanding of brand standards and ability to ensure consistency in gallery presentation and marketing materials