CONTRACT, PROGRAM AND PROJECT ADMINISTRATORS

Contract Management

· Draft, review, and manage all residential sales and commercial lease and sale contracts and supporting documentation, ensuring legal accuracy and alignment with REA requirements.

· Negotiate and document contract variations, ensuring appropriate sign-off and stakeholder alignment.

· Liaise with solicitors, vendors, purchasers, and Public Trust to ensure deposit handling, contractual obligations, and timeframes are managed without exception.

Paperwork & Documentation Control

· Maintain all physical and digital records associated with listings, sale and purchase agreements, AML documentation, compliance certificates, and agency authorities.

· Manage all paperwork related to contract execution, project files, marketing forms, and REA-mandated records.

· Ensure weekly organisation of marketing documents upon payment confirmation, and ensure all contract folders are compliant and audit-ready.

Communication & Stakeholder Collaboration

· Act as a central liaison between sales agents, legal representatives, vendors, project managers, and clients, ensuring seamless communication and project alignment.

· Respond promptly to enquiries related to contract terms, project timelines, commission structures, and compliance matters in both English and Chinese.

· Facilitate effective collaboration to resolve discrepancies and proactively communicate changes or risks to relevant stakeholders.

Problem Solving & Advisory Support

· Proactively identify and resolve issues relating to contracts, documentation, or timelines that may impact sales or settlements.

· Provide timely advice to senior management regarding risks, irregularities, or issues requiring escalation or intervention.

· Assist agents with contract variations, compliance clarifications, and documentation follow-up.

Financial Coordination & Reporting

· Review final sales data and prepare transaction summaries and documentation for commission processing.

· Calculate internal commission splits, manage conjunction agent settlements, and issue invoices in a timely and accurate manner.

· Collect and analyse key project data, preparing internal reports, submissions, and workflow performance summaries.

Compliance Oversight

· Ensure full compliance with REA legislation, AML/CFT protocols, and agency policies across all contract documents.

· Participate in compliance reviews, internal audits, and document spot-checks to uphold best practice standards.

· Maintain accuracy and security of all client and transaction files in accordance with confidentiality obligations and REA regulations.

Key Requirements

· Fluent in both English and Chinese (Mandarin and/or Cantonese), both written and verbal.

· 2+ years of experience in contract administration, legal conveyancing, or real estate sales operations.

· Strong knowledge of property documentation, REA forms, AML/CFT obligations, and contract workflow processes.

· Exceptional attention to detail, financial accuracy, and document control.

· Advanced communication and stakeholder liaison skills, particularly across legal and project environments.

· Proficient in Microsoft Office; experience with Monday,VaultRE, Property Suite, or SalesTrust preferred.

· Professional, accountable, and capable of working both independently and as part of a collaborative team.

What We Offer

· Be part of a dynamic, multicultural team in a high-performing real estate brand.

· Gain exposure to the legal, operational, and financial aspects of residential property transactions.

· Structured onboarding, professional development, and continuous learning opportunities.

· Supportive work environment with autonomy, responsibility, and a clear pathway for growth.