Administrative & Sales Officer

Vestates Limited

We are recruiting to fill the position below:

Job Title: Administrative & Sales Officer

Location: Wuse 2, Abuja (FCT)

Employment Type: Full-time

Reports to: Sales & Lettings

Role Summary

• We are looking for a highly organized, rational, and system-driven individual to serve as the operational backbone of our department, ensuring flawless execution in our current agency business while laying the administrative groundwork for our development expansion.
• Vestates Limited is looking for an Administrative Sales Officer to act as the planning, organizational, and administrative backbone of the Sales and Lettings department.
• The candidate will manage the operational engine including brief tracking, financial settlements, and regulatory compliance while actively driving revenue through direct sales.
• Crucially, the candidate will ensure that the data, processes, and relationships established today are scalable enough to support the department's upgrade into a fully-fledged Business Unit capable of handling off-plan sales and Joint Venture (JV) developments.

Key Responsibilities

Operational Control, Planning & Financial Tracking (40%):

• Departmental Backbone & Planning: Serve as the central planning hub for the department. Organize workflows, manage the team's schedules, and ensure all administrative processes run seamlessly to support the sales team.
• Brief & Transaction Tracking: Monitor the lifecycle and performance of all briefs and transactions handled by the sales and lettings team. Track conversion rates, identify bottlenecks, and ensure no lead or brief falls through the cracks.
• Funds & Contract Settlement: Meticulously track all Tenant and Landlord contracts. Monitor inflows and outflows to ensure optimal performance, accurate funds tracking, and timely commission/rent settlements to all stakeholders.
• Regulatory & Agency Liaison: Develop and maintain strong, professional relationships with regulatory and documentation agencies (e.g., FCDA, Ministry of Housing and Urban Development, AGIS, and relevant local councils). Use these relationships to fast-track enquiries, title verifications, and necessary approvals.

Sales, Lettings & Client Experience (40%):

• Client Engagement & Viewings: Conduct professional property viewings for lettings and secondary market sales across Abuja. Negotiate terms and close deals to meet monthly and quarterly revenue targets.
• Quality Assurance & Exit Interviews: Conduct structured exit interviews with outgoing tenants. Gather objective feedback on property conditions, agency service, and market desires to identify areas for departmental and company-wide improvement.
• After-Sales Support: Act as the primary point of contact for post-sale/lease client queries, ensuring high retention, satisfaction, and referral rates.

Future-Proofing & Business Unit Transition (20%):

• JV & Development Admin Support: Assist in organizing the "Data Room" for Joint Ventures. Track and file JV sharing models, MoUs, and developer agreements, ensuring the administrative rigour required for large-scale development.

• Process Engineering (SOPs): Draft and refine Standard Operating Procedures for client onboarding, property handovers, brief tracking, and dispute resolution. Transition adhoc processes into scalable systems.

• Market Intelligence: Synthesize data from tenant exit interviews and sales tracking to provide the Head of Business with actionable insights on client preferences, pricing resistance, and location demands to inform future development feasibility.

• Key Performance Indicators (KPIS)

• Operational: 100% accuracy and timeliness in funds tracking, landlord/tenant settlements, and brief performance reporting.

• Sales: Achievement of assigned monthly/quarterly lettings and sales revenue targets.

• Regulatory: Measurable reduction in turnaround time for document verifications and agency approvals due to established relationships.

• Transition: Successful documentation and rollout of at least 3 new SOPs (including the Exit Interview framework and Brief Tracking system) within the first 6 months.

• Required Skills and Attributes

• BSc or HND in Business Administration, Estate Management, Public Administration, or a related field.

• 2–4 years of experience in real estate administration, operations, or sales, preferably within the Abuja market.

• Proven track record of balancing backend operations (tracking, planning, compliance) with frontend sales targets.

• Proficiency in Real Estate Administration, Contract Management, and Funds Tracking.

• Advanced proficiency in MS Office (especially Excel for financial tracking and data analysis) and modern CRM software.

• Working knowledge of the Abuja real estate regulatory environment, land documentation processes, and property valuation principles.

• Planning & Organizational Mastery: Exceptional ability to structure chaos. You must be the "backbone" that keeps the department organized, prioritized, and moving forward.

• Data Literacy: Ability to look at brief tracking and financial data, extract actionable insights, and report on the true health of the department.

• Stakeholder Navigation: Tact and diplomacy in dealing with government agencies, landlords, and tenants to fast-track processes without causing friction.

• High Integrity & Objective Reporting: Uncompromising ethics in handling client funds and settlements. Ability to report brief performance and financial shortfalls without sugarcoating (Eliminating Confirmation Bias in departmental reporting).

• Pragmatic Problem Solving: Focus on actionable solutions. When regulatory agencies delay, you find a pragmatic, legal, and effective way to push the process forward.

Compensation

Salary is negotiable and will be based on qualifications, experience, and demonstrated competencies.

Application Closing Date

8th November, 2026.