Administrative & Sales Officer

Vestates was born on the 19th March 2013 as a private Limited Liability company, to launch out into the real estate and property management services space. Our aim over the years has been to provide complete real estate services. These include the sale and lease of residential and commercial properties, and long-term property management within Nigeria and Internationally. From our early days of operation, we have focused on using technology to compete and create a niche for ourselves in the Nigerian real estate industry. Unfortunately, we had to step down to a more analogue approach if we were to work with other stakeholders in the real estate space in Nigeria. We dare say that, Vestates was ahead of its time in that regard. 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.